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eVoucher Awareness Training

eVoucher Awareness Training. November, 2009 Paul Crowley – FMR, SCM Accounts Payable Kelly Coxon– Director, SCM Procure to Pay Anne Fletcher– Manager, Financial Training Solutions. Agenda. What is the purpose of this training? eVoucher User Community When to use eProcurement vs. eVoucher

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eVoucher Awareness Training

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  1. eVoucher Awareness Training November, 2009 Paul Crowley – FMR, SCM Accounts Payable Kelly Coxon– Director, SCM Procure to Pay Anne Fletcher– Manager, Financial Training Solutions

  2. Agenda • What is the purpose of this training? • eVoucher User Community • When to use eProcurement vs. eVoucher • eProcurement – Key points and FAQs • eVoucher – Key points and FAQs • Upcoming eVoucher Enhancements • Where to go for Help, Questions & Advice • Questions & Discussion

  3. What is the Purpose of this Training? • 12 Months: 78,686 eVouchers Current eVoucher Condition • 100% Electronic Requisitions • 2,240 Users • 13,450 Vendors • Percent of unallowable spend: 39.1% (Per the Supply Chain Management Purchasing Policy HS-MM0300) Purpose • Contractual Compliance • Purchases are aligned with Purchasing Policy • Create awareness surrounding the use of eProcurement • Know where to go for help/questions

  4. eVoucher User Community • Consolidated User Population • Based on Business Unit Leader recommendations, only certain users have been selected to retain eVoucher access • eVoucher Delegation • Your BU leader will provide you a list of users in your business unit that have eVoucher access • Users having access removed will be notified that you are to take responsibility for any eVoucher they would have submitted in the past • Limited Volume

  5. eProcurement and eVoucher - Defined • What is eProcurement? • An electronic application where a user can search for goods/services from various suppliers by browsing through a series of online catalogs • - UPMC Preferred Vendors • - One-Stop Shopping • - Supply Chain Management pays the Invoice for you • What is eVoucher? • Application for paying invoices when an item has already been purchased outside of Supply Chain Management • - Only to be used when a good/service is not available through eProcurement

  6. When to use eProcurement vs. eVoucher • eProcurement • Users should use eProcurement to place orders for the following purchasing categories:

  7. When to use eProcurement vs. eVoucher • eVoucher • Application for paying invoices when an item has already been purchased outside of Supply Chain Management

  8. eProcurement – Key points and FAQ’s • eProcurement • An electronic application where a user can search for goods/services from various suppliers by browsing through a series of online catalogs - Purchases can be made across multiple vendors to buy multiple items on one order

  9. eProcurement – Key points and FAQ’s • eProcurement • Users should adopt the mindset that they should be looking to generate purchases through eProcurement whenever possible • Purchasing Policy HS-MM0300: a good or service should only be purchased outside of Supply Chain Management when an eProcurement Purchasing Category does not apply • Before making a purchase, you should consider if the good/service is available through eProcurement

  10. eProcurement – Key points and FAQ’s • Advantages of eProcurement • Leveraging the BestPossibleRates • Contracted terms and conditions • Preferred Vendor Agreements • Simplified purchasing process • By purchasing goods outside of a vendor contract, you may be: • - Paying more than the UPMC contracted rate • - Creating a significant risk profile as it relates to patient care liabilities

  11. eProcurement – Key points and FAQ’s eProcurement Scenario: You have been asked to purchase office supplies. You know that Office Supplies are available through eProcurement, but you do not know which Vendor to choose. Appropriate Action: eProcurement offers you a guide to the UPMC preferred vendors for your purchase category. If your type of purchase category is not available you may issue a special request to find the vendor of Best Source. You should not be asking yourself if a particular Vendor is available through eProcurement, you should be asking yourself is this TYPEof purchase is available through eProcurement.

  12. eProcurement – Key points and FAQ’s eProcurement - Finding the Preferred Vendor

  13. eProcurement – Key points and FAQ’s eProcurement – Using Preferred Vendors for Purchases

  14. eProcurement – Key points and FAQ’s eProcurement – Special Request

  15. eProcurement – Key points and FAQ’s eProcurement – Special Request Results Selecting “Best Source” as your vendor will notify Supply Chain to find the most appropriate vendor to use for this purchase

  16. eProcurement – Key points and FAQ’s • Purchase Order Opportunities • Are You: • Frequently submitting eVouchers to the same vendor? • Making consistent/recurring monthly payments to the same vendor? Contact Supply Chain Customer Service to see if a purchase order is possible http://purchasing.infonet.upmc.com/Inquiries.htm

  17. When to use eVoucher • eVoucher • Application for paying invoices when an item has already been purchased outside of Supply Chain Management

  18. When to use eProcurement vs. eVoucher eVoucher Scenario: You have made a purchase, but when submitting the eVoucher for payment you realize none of the disbursement types correspond to your purchase. Appropriate Action: You should select “One Time Invoice” as the disbursement type and submit the eVoucher in order to pay the invoice in hand. You should ensure that future purchases are ordered through eProcurement

  19. eVoucher - Key Points and FAQ’s • One Time Invoice • One Time Invoice is only recognized as a valid disbursement type when all of the following criteria are met: • - No other eVoucher disbursement type was relevant • - The good/service did not correspond to an eProcurement purchasing category • - Purchases will not be recurring in the future with this vendor

  20. eVoucher - Key Points and FAQ’s eVoucher Flow Chart eVoucher is used to pay invoices for payments that could not be generated through Supply Chain Management. Policy HS-AC0507

  21. eVoucher - Key Points and FAQ’s • Invoice Number The Invoice number that is entered should be the same as printed on the invoice If not available, the entered invoice number should be something that will aid the vendor in applying the payment

  22. eVoucher - Key Points and FAQ’s • Message Printed on Check - The information entered will be printed on the check - This should be used especially if No Invoice Number is provided Note: This message will not be read by A/P. It should be used to aid the vendor in applying payment.

  23. eVoucher - Key Points and FAQ’s eVoucher Flow Chart eVoucher is used to pay invoices for payments that could not be generated through Supply Chain Management. Policy HS-AC0507

  24. eVoucher - Key Points and FAQ’s • Remit Address The remit address is the address where your check will be sent - You must select the address that corresponds to your invoice

  25. eVoucher - Key Points and FAQ’s • Remit Address

  26. eVoucher - Key Points and FAQ’s eVoucher Flow Chart eVoucher is used to pay invoices for payments that could not be generated through Supply Chain Management. Policy HS-AC0507

  27. eVoucher - Key Points and FAQ’s • Pay Terms

  28. eVoucher - Key Points and FAQ’s eVoucher Flow Chart eVoucher is used to pay invoices for payments that could not be generated through Supply Chain Management. Policy HS-AC0507

  29. eVoucher - Key Points and FAQ’s • Disbursement Type - The Disbursement Type should reflect the type of purchase that has been made

  30. Upcoming eVoucher Enhancements • Disbursement Type New Disbursement Types • Staff Recognition • Patient Transportation Services • Payroll and HR - More to be established in coming weeks/months Removed Disbursement Types - Blood Product Acquisition

  31. eVoucher - Key Points and FAQ’s eVoucher Flow Chart eVoucher is used to pay invoices for payments that could not be generated through Supply Chain Management. Policy HS-AC0507

  32. eVoucher - Key Points and FAQ’s • Accounting – Current Process - Account numbers are chosen at the discretion of the user - Speed Chart available to default GL account numbers for some disbursement types - Account Look-Up available to see all active accounts

  33. Upcoming eVoucher Enhancements • Accounting – New Process - Account will default based on the disbursement type selection - Account description will be displayed - Disbursement types with several relevant accounts will have a drop down menu to show the appropriate account choices

  34. eVoucher - Key Points and FAQ’s eVoucher Flow Chart eVoucher is used to pay invoices for payments that could not be generated through Supply Chain Management. Policy HS-AC0507

  35. eVoucher - Key Points and FAQ’s • Supporting Documentation - The eVoucher Cover Sheet MUST be printed and attached to your supporting documentation - Bi-weekly supporting documentation reports from A/P

  36. eVoucher - Key Points and FAQ’s • Supporting Documentation • Key reasons why documentation may be missing: • The documentation was faxed without the Cover Sheet • Faxed to the incorrect place (use number found on cover sheet) • Why supporting documentation is required: • Required for IRS and Business Unit Audits • Used for invoice reference - If you receive multiple notifications that documentation is missing, send to AP department

  37. eVoucher - Key Points and FAQ’s • After the eVoucher is submitted: • Using the Inquire on eVouchers link in MyHub you can view: • - If the voucher has been approved • - The date a voucher is scheduled to pay • - If a voucher has been paid • - The check number (reference number)

  38. eVoucher - Key Points and FAQ’s eVoucher Flow Chart eVoucher is used to pay invoices for payments that could not be generated through Supply Chain Management. Policy HS-AC0507

  39. Summary - Upcoming eVoucher Enhancements • Disbursement Types • New: Staff Recognition • Removed: Blood Product Acquisition • Additional changes forthcoming • Accounting • Default account based on Disbursement type • Account description viewable • Drop Down menu for disbursement types with multiple relevant accounts • Approver Page • Disbursement type that was chosen • G/L account and account description

  40. Takeaways • Use eProcurement when possible • -Leverage Best Rates • - Contractual Compliance • eVoucher Disbursement Types • -Always select corresponding type • - One Time Invoice  ePro in the future • November 15 – user access removed • -Users instructed to discontinue use October 12

  41. Help, Questions & Advice UPMC Corporate Infonet Site http://infonet.upmc.edu/ • Supply Chain Management Infonet Site • Located at http://purchasing.infonet.upmc.com/ • Provides access to Supply Chain Tools Job Aids

  42. Questions and Discussion Email Questions to: APeVoucherTeam@upmc.edu

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