• What’s New? • eProcurement • Chartfields • Budget Query

2. • What’s New? • eProcurement • Chartfields • Budget Query • Creating and Submitting Requisitions • Purchase Requisition Approvals • Track and Manage: eProcurement Notes

3. • Member Organization and Non-Tax Levy Operating Account have been merged and are now called ‘Non-Tax’. • New business units: • Tax Levy / IFR  BKLPR • Early Childhood Center  BKL04 • Non-Tax  BKL55

4. A Non-Tax Levy purchase requisition must be submitted if any of the following criteria are met: • The total of the items being ordered from the vendor costs more than $1,000 (excluding reimbursements) • The vendor requires a purchase order to ship the items • Honoraria • The items are capital assets that must be tagged by the Office of Property Management • A contract must be signed, or if there are terms and conditions

5. CUNYfirst eProcurement is a self-service purchase requisition module that allows end users to control their Tax Levy and Non-Tax Levy OTPS spending. End users may submit and track their requests throughout the procurement process.

7. Requester: 1. Check the budget 2. Obtain quote(s) 3. Create and Submit a purchase requisition Supervisor/Approver: 1. Review and approve requisition Office of Purchasing and Contracting: 1. Assign purchase requisition to a Buyer 2. Buyer works on procuring items/services 3. Create and approve a purchase order

8.  Check Budget  Create and Submit Requisition  Approvals  Track and Manage  Create and Submit Receipt

9. • Just like Tax-Levy budgets, Non-Tax Levy budgets are represented by a combination of numbers called ‘Chartfields’ • Your chartfields can be found by using one of the Chartfield Crosswalks. • CUNYfirst Chartfield Crosswalk • CUNYfirst NTL Chartfield Crosswalk • Every eProcurement user has a default set of chartfields, which can be modified as necessary.

10. Navigate to: Brooklyn.cuny.edu/budget > Training Series and Resource Library > Instructions and Guidelines > CUNYfirst NTL Chartfield Crosswalk

11. Navigate to: home.cunyfirst.cuny.edu > Login > Financials Supply Chain > Reporting Tools > Query > Query Viewer

12.  Check Budget ✔  Create and Submit Requisition  Approvals  Track and Manage  Create and Submit Receipt

13. Navigate to: home.cunyfirst.cuny.edu > Login > Financials Supply Chain > eProcurement > Create Requisition

14. Navigate to: brooklyn.cuny.edu/budget > Training Series and Resource Library > Instructions and Guidelines > CUNYfirst OTPS Category Crosswalk

15.  Check Budget ✔ ✔  Create and Submit Requisition  Approvals  Track and Manage  Create and Submit Receipt

16. Navigate to: home.cunyfirst.cuny.edu > Login > Financials Supply Chain > Worklist

17.  Check Budget ✔ ✔  Create and Submit Requisition ✔  Approvals  Track and Manage  Create and Submit Receipt

18. Navigate to: brooklyn.cuny.edu > WebCentral > E-Services > Restricted Administrative Applications > eProcurement Notes

19.  Check Budget ✔ ✔  Create and Submit Requisition ✔  Approvals  Track and Manage ✔  Create and Submit Receipt

20. Requester: Upon receiving the items or services from the vendor, create a receipt in CUNYfirst and submit supporting documentation to the Fiscal and Business Services Center (FBSC). Fiscal and Business Services Center (FBSC): Enter the vendor’s invoice into CUNYfirst and submits a voucher to the Office of Accounts Payable where a payment is issued.

22. Navigate to: home.cunyfirst.cuny.edu > Login > Financials Supply Chain > Purchasing > Receipts > Add/Update Receipts

24.  Check Budget ✔ ✔  Create and Submit Requisition ✔  Approvals ✔  Track and Manage  Create and Submit Receipt ✔

25. Regarding a specific requisition or purchase order: • eProcurement Notes (BC WebCentral) Budget: EXT 5220 • Michael Lanza (mlanza@brooklyn.cuny.edu) • Tax Levy Budget Reports (tlbr@brooklyn.cuny.edu) CUNYfirst Requisitions: EXT 5116 • David Gretah (dgretah@brooklyn.cuny.edu) Trainings: EXT 1550 / 5102 • Patrick O’Connor (patricko@brooklyn.cuny.edu)

26. • Brooklyn College Knowledge • Introduction to Purchasing • Budget Basics • eProcurement Workshop 1: How to Buy (Requisitions) • eProcurement Workshop 2: How to Pay (Receipts) • Introduction to Travel & Expense • Travel & Expense Workshop • Introduction to Facilities