Purchasing – Requester Training

1. Purchasing – Requester Training

2. Agenda

3. Introductions Tony Melani Joni

4. Expectations for Today’s Class • Introduction to PeopleSoft eProcurement • Overview of PeopleSoft eProcurement • Process Flow • Demonstrate how eProcurement works • Examples • Introduction to UPK • Hands-on Testing • Instructions on how to use at your desk • Expectations • You will not leave this class as an expert of the system • You will leave with a knowledge of how the process works • You will leave with a good knowledge of how to use the UPK tool to increase your knowledge of the system • We have 3 hours scheduled – Please hold questions to the end

5. Why did the County choose PeopleSoft? • Replace systems that are out of date or failing; take advantage of current technology • Implement one integrated system to replace multiple stand-alone and “shadow” systems • Ensure access to real-time reporting to support decision making • Look at doing business a new way: be more efficient, use data better, be more accountable • Allows the County to implement an “off the shelf” solution with little customization

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7. Glossary - New Terms(Link to the PeopleSoft Glossary) Query Voucher Category Matching – 2 Way Suppliers Program Dispatching Matching – 3 Way Sourcing

8. Glossary - New Terms Link to the PeopleSoft Glossary)

9. Process Review – Small Cost Reqs

10. Process Review –Contract Purchase

11. Process Review – RFP – “BID”

12. eProcurement DemoPS - Test Link

13. UPK – eProcurement 9.2

14. Accounts Payable • AP Mailbox • ap@slco.org • Subject Line • N/A (Mark on the subject line if the payment is a “Rush” • Attachments • PO Vouchers • Supplier Name / PO Number • Direct Payment • Supplier Name

15. Accounts Payable • Attachments (continued) • Excel Upload File • Use same description for PO Vouchers/Direct Payment • Vendor/Supplier Mailbox • suppliers@slco.org • Supplier name included on subject line

16. PO/Non-PO Invoice Expectations • Invoice Approvals • Required Information on Invoices • Supplier Code • Accounting Distribution (Direct Payment) • Fund • Agency • Department • Account • Program (if applicable) • Project BU/ID/Activity (if applicable)

17. Matching Expectations • Match Exceptions Report • Issues resolved by: • County Departments • Accounts Payable • Contracts & Procurement

18. Excel Upload Files • Allows for the mass upload of invoices when: • Multiple invoices/accounting lines • Similar payments to multiple Suppliers • Excel Upload for Non-PO Vouchers • Excel Upload for PO Vouchers

19. Next Steps….. • Make time at your desk and go through the UPKs • Proficiency takes time and practice… • Practice… Don’t be afraid to make a mistake • Post Questions – FAQ – PeopleSoft page (Procurement FAQs) • System goes live January 1, 2014 • Hands-On Lab • January 6th (afternoon) • January 7th (morning) • January 14th (afternoon) • January 16th (morning) • May schedule more if needed • Hands-on work • Bring actual work… we will access the production database

20. Questions & Comments

21. Glossary - New Terms(Link to the PeopleSoft Glossary) Query Voucher Category Matching – 2 Way Suppliers Program Dispatching Matching – 3 Way Sourcing

22. Expectations for Today’s Class • Introduction to PeopleSoft eProcurement • Overview of PeopleSoft eProcurement • Process Flow • Demonstrate how eProcurement works • Examples • Introduction to UPK • Hands-on Testing • Instructions on how to use at your desk • Expectations • You will not leave this class as an expert of the system • You will leave with a knowledge of how the process works • You will leave with a good knowledge of how to use the UPK tool to increase your knowledge