UI Buy Purchasing Process

1. UI Buy PurchasingProcess WEB Application WEB Application SC Application FAX Server Electronic Notification with PO Number Departmental or Central Buyer Business Manager or Purchasing Buyer receives approved Web requisition, creates purchase order, and faxes order to supplier. System creates automatic notification (alert) to requisition’s requestor confirming creation of PO and providing corresponding PO number. Supplier Vendor for lab supplies receives faxed or mailed Purchase Order and delivers goods to the lab. Vendor sends invoice to University Payables. Requestor Grad student responsible for monthly order of lab supplies prepares Web requisition and forwards it to head of lab for approval and further processing. Approver Professor X, head of the lab, approves Web requisition prepared by requestor and forwards it to departmental or central buyer for final processing.

2. UI Buy PurchasingProcess Requestor • Application: WEB Employees • Equipment Requirements: • Connection to the Internet • Browser (Netscape 3.0 or above / IE 4.0 or above) • Select METHOD OF PURCHASE • Access UI Buy System • Select Link to Central Stores • Select Link to P-Card Information • Select ITEM • List of Items from Items Database • Enter Special Order if items not found • Use own Customized Templates Requestor forwards Web requisition for approval and further processing. • Select SUPPLIER • List of Supplier from Suppliers Database • Select proposed preferred and partnered vendors • Follow procedure to request supplier not found in system Account # defaults

3. UI Buy PurchasingProcess Approver • Application: WEB Employees • Equipment Requirements: • Connection to the Internet • Browser (Netscape 3.0 or above / IE 4.0 or above) Receives Web requisition System will prompt approver with notification of requisitions needing approval Reviews Web requisition If necessary, edits can be made to web requisition by approver. Approver forwards approved Web requisition for creation of Purchase Order or additional processing. Approves Web requisition

4. UI Buy PurchasingProcess Departmental or Central Buyer • Application: SC Purchasing Application • Equipment Requirements (minimum): • 133 MHz Pentium processor • Microsoft Windows 95 or NT • 32 MB RAM (64 MB RAM if NT) • 600 MB free hard drive space Receives approved Web requisition The system will hold the web requisition in the buyer’s queue until he/she retrieves it. If authorized to create PO, Departmental Buyer faxes purchase order to supplier. PO could also be printed and mailed to vendor if necessary. Accepts Web requisition into SC application. Auto Creates Purchase Order PO number is assigned to the transaction. If necessary, edits are made to PO by Buyer. The system sends automatic electronic notification of assigned PO # to requestor. If not authorized to create PO (over dollar limit of bid required), Departmental Buyer forwards requisition to Central Purchasing.

5. UI Buy PurchasingProcess Supplier Receives faxed or mailed PO Delivers goods or services to delivery address • Sends invoice • By fax to AP fax server • By mail to AP P.O. Box (scanner contractor)

6. UI Buy Accounts PayableProcess Scanningcontractor System SC Application SC Application Viamail T1 Line Via direct FAX Invoice on hold Supplier Vendor faxes invoice to system fax server or mails invoice to University Payables P.O. Box. System The System receives the invoice and administers the image. Accounts Payable Technician The Accounts Payable Technician retrieves the invoice image, displays PO line items, matches to invoice, and enters any required information. Invoice either approved for payment or placed on hold. System creates batches based on payment terms. Accounts Payable Special Actions Accounts Payable Special Actions call for payment batches to make payment. Payment is made.

7. UI Buy Accounts Payable Process System Receives faxed invoice directly from supplier or from the scanning contractor Scanningcontractor System Viamail T1 Line Records and archives invoice images Via direct FAX Makes images available to SC applications for matching to POs and Hold administration

8. UI Buy Accounts Payable Process Accounts Payable Technician • Application: SC Payables Application / System Markview Viewer • Equipment Requirements (minimum): • 133 MHz Pentium processor • Microsoft Windows 95 or NT • 32 MB RAM (64 MB RAM if NT) • 600 MB free hard drive space Retrieves invoice image The System provides all invoice images in a pool from which the Accounts Payable Technician retrieves them. Brings invoice image into the application, displays PO line items and performs a match to the PO. SC Payables determines if 3 and 4 way match required and holds for receivables approval. If match is okay invoice approved for payment. If match is not okay, invoice is returned to the System until hold is released. If only 2-way match required, application permits payment.

9. UI Buy Accounts Payable Process AccountsPayableSpecialActions • Application: SC Payables Application / System Markview Viewer • Equipment Requirements (minimum): • 133 MHz Pentium processor • Microsoft Windows 95 or NT • 32 MB RAM (64 MB RAM if NT) • 600 MB free hard drive space Identifies invoices to be paid by payment terms payment batches Creates payment batches Payment is made by EDI/EFT or by check Administers System reports Follows up on old invoices on hold