Transcript PS 202.01 - Purchasing Goods and Services Training

Purchasing Goods and
Services using UTShare
www.utsa.edu/purchasing
Agenda
1
Course Objectives
2
UTShare Purchasing Terminology
3
Interim Approval Process
4
Creating a Requisition Overview
5
Purchasing Forms and Instructional Guides
6
Create a Requisition
7
Summary & Resources
Revised - 5/7/15
COURSE OBJECTIVES
PROCUREMENT USING UTShare
 Identify and apply new UTShare Purchasing Process
and Terminology.
 Discuss and demonstrate the interim Requisition
Approval process
 Outline and breakdown creating a requisition from a
high level overview
 Review and evaluate Purchasing forms and
instructional guides.
REQUISTION IN UTShare
 Demonstrate and build a UTShare Requisition.
Revised - 5/7/15
Business Process
Impact (BPI)
Interim
Processes (IP)
An icon to highlight a
change to current
business process
An icon to indicate an interim
process
during Go-Live
Look for these icons on slides
throughout the course
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UTShare Procurement
Terms
UTShare Purchasing Terms
 Module – a component within PeopleSoft, to
be combined with other modules.
 eProcurement (ePro) Module – a module
within PeopleSoft to generate requisitions, punchout catalog orders, and receive goods/services.
 Desktop Receiving – a process of the
eProcurement Module that allows end users
to receive goods/services for orders.
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UTShare Purchasing Terms (Cont’)
 Purchasing Module – a module within PeopleSoft
that allows Purchasing more purchase order options
when process high dollar requisitions.
 This module will also be used to create Change Order
Requests by Purchasing.
 Receiving – a process of the Purchasing Module
that allows Central Receiving to receive
goods/services for orders.
 Return to Vendors - a process of the Purchasing
Module that allows Central Receiving to return
goods.
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UTShare Purchasing Terms (Cont’)
 SpeedCharts – Shortcut key that populates data
into the financial accounting lines for most
financial transactions (such as vouchers and
requisitions) within 48 hours.
 SpeedCharts greatly increase data efficiency by
reducing the number of keystrokes required to
enter frequently used ChartField combinations.
 Workflow – an electronic process that routes a
requisition through financial approvals before a
requisition can be sourced to a purchase order.
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UTShare Purchasing Terms (Cont’)
 Process – A term used to describe a series of
actions directed to some end.
 Budget Check – an electronic process that
checks funds availability.
 When a requisition is Budget Check, a preencumbrance is created.
 When a Purchase Order is Budget Check, the
pre-encumbrance is reversed and an the
encumbrance is generated.
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UTShare Purchasing Terms (Cont’)
 Source Requisition to Purchase Order – an
electronic process that converts an approved
requisition to a purchase order.
 Dispatch – an electronic process that releases
an approved Purchase Order.
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UTShare SharePoint:
Interim Requisition Approval Process
Creating a UTShare
PeopleSoft Requisition
* High level overview
Creating a Requisition
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Vendor Selection
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Vendor Selection
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Vendor Selection
• Selecting a vendor in PeopleSoft is extremely
important as it affects payment process
• End users must use the SHARED vendor
location, even if the correct vendor address is
not listed in the search option
• To correct an address on a purchase order,
please contact your designated Department
Buyer.
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UTShare – Category (Commodity) Code
Search
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NIGP becomes UNSPSC (con’t)
• UNSPSC (United Nations Standard Products
and Services Code) coding will be used in
UTShare. This coding system is a global
standard for categorizing goods and services.
Codes are now 8 digits:
• 2 Digit Segment (Aggregation of Families)
• 2 Digit Family (Familial Grouping)
• 2 Digit Class (Grouped by Function)
• 2 Digit Commodity (Product or Service)
UNSPSC Website: http://www.unspsc.org/
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UNSPSC.org
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Entering Line Item
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Line Item Detail
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Review and Submit
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Chart of Accounts
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Budget Error
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Desktop Receiving
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Match Exceptions
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Purchasing Forms and
Instructional Guides
Creating a UTShare
Requisition (Hands on)
Summary
In this course we covered:
1. New key concepts and how they are applied to the
new UTShare purchasing processes
2. The interim requisition approval process and using
UTShare SharePoint
3. Review Purchasing forms and instructional guides
4. Overviewed and created a PeopleSoft requisition
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Resources and Contacts
PeopleSoft Support and Sustainment Center
Contact Us – Reaching the PSSC
Your Single Point of Contact (SPOC)
The PSSC is ready for your PeopleSoft questions! 2 ways
to contact us:
1) Telephone: 210-458-SPOC (458-7762)
2) Go to UTShare Website: www.utsa.edu/UTShare, link to
the SPOC icon for the PeopleSoft ticketing system
Questions raised now through post-go live helps PSSC establish a
comprehensive knowledge base and appropriate Service Levels!
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Training Resources
• PeopleSoft Sustainment Center
– UPK’s – ePro/Purchasing
– Business Process Guides
– Face-to-Face Classes
• Purchasing Office
– “How To” Instructional Guides
– Online reference material
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Contacts
• Purchasing Office
– Call: 458-4060
– Email: [email protected]
– Purpose: answer questions related to requisition
business processes
• Central Receiving
– Call: 458-4127 (Main Campus)
458-2780 (DT or ITC Campus)
– Email: [email protected]
– Purpose: answer questions related to receiving
business processes
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Questions
Revised - 5/7/15
Thank You!