TechBuy Advanced Topics

1. TechBuy Advanced Topics

2. After the Fact Transactions • Must Attach receipt. • Department will pay interest from the date of invoice. • This will be included in report to Audit and Administration. • Cannot use appropriated funds regardless!(Funds 11, 12 or 13). • Must be submitted on the After the fact form or will be rejected back for resubmittal on correct form. • These will be approved after the requisitions that were prepared properly.

3. How to prevent after the fact transactions • Create a requisition the day you get the quote. • Contract Purchasing and Contracting if you are having budget problems. We can help identify what action you need to take. • Create Blanket/Standing Orders when appropriate (see Blanket and Standing Order instructions in this class). • Refer to the allowable expenses on Pcards to use that method when appropriate. • Remind your departmental staff about requisition requirements (call P&C for training!)

4. Forms

5. After the fact purchase form • To use on transactions where the goods or services were already received (non-compliant order). • Do not use for subscriptions and memberships (even if you are past the deadline date). • Cannot use appropriated funds (11, 12 & 13) • You will have to pay interest on the date of the invoice. • Continued non-compliance may result in your transaction being rejected (court case where the employee had to pay for the goods themselves!!!) • Do not use for employee reimbursements • Check the “Invoice Attached” checkbox on the requisition. (do not ever use both invoice attached and advance pay!)

6. Animal Purchase Form • Use when purchasing lab animals or livestock • These have quick turnaround as the payment requirement is 48 hours. • Email sciquest.purchasing@ttu.edu if you have submitted a transaction on this form.

7. Bid/Request for Proposal Form • Use on transactions above $25000 only. • Should not use if a sole source • Should not use if you are purchasing off of a consortium/cooperative contract (i.e E&I, Provista, NJPA, BuyBoard, etc). • Do not use if it is an exempt purchase (details on next page). • Will require Purchasing to create a Bid/RFP. • Expect a normal tranactions processing time of 30 days (may be longer for more complicated purchases and shorter for non-complicated orders. Communicate deadlines to P&C).

8. Exempt Purchases • Artwork • Conference Expenses (goods purhcased for attendees or transportation expenses are not exempt) • Direct Publications (subscriptions, newspapers, videos, software purchased from manufacturer – not resale) • Exhibit Space • Freight • Hotels and Conference Rooms • Internal Repairs • Intra-agency Purchases (from other state agencies) • Lecturers/guest speakers (not continuous) • Memberships • Moving Expenses for Employees • Registration Fees and Related Expenses • Student Travel (except chartered air) • Purchases from Federal Agencies, Texas Dept of Criminal Justice or Texas Industries for Blind and Handicapped • Utilities

9. Change Order • Use when increasing or making major change to existing PO. • Not required when decreasing or closing out PO (send email to sciquest.purchasing@ttu.edu). Not required when changing the Fund, Account or Program on the FOP. • If making a complicated change, please detail exact needed changes in the additional description area. • In the “Total Amount of the Goods and Services” field you should add up the amount of the original order, any previous change orders and the current change order.

10. Conference and Registration Form • To be used for registration related expenses. • Please mark the advance pay button on the requisition form. • In the Internal Notes section of the requisition, detail any payment instructions (do you want check mailed out or sent to department to mail, does form need to be included in the mailout, etc.) • Can use the Pcard also for these types of expenses.

11. Construction Form • For use on non-FP&C projects (generally less than $2,000,000). • Select “Bid Supplier” as the vendor if it is going to bid. If not, you can enter the vendor. • Can use this form for Job Order contracts. • Coordinate with Kendra Jackson on any needs. • Needs to follow OP61.28.

12. Federal Equipment Bid Form • Use only above $25000 and using Federal Funds. • Do not use this form if a Sole Source. • This form will route to Office of Research Services for approval. • These transactions must be bid so expect a longer processing time.

13. Federal Equipment Purchase Form • Use under $25000 or a Sole Source. • For use when using federal funds. • This routes to Office of Research Services.

14. Membership Form • For use in any Merbership transaction • Can use the Pcard if the membership is on the approved list. The one exception is Sams Club (membership must be on the TechBuy system). • Will route to Presidents Office to verify Membership list (http://www.depts.ttu.edu/procurement/documents/Membership_List.pdf). • Please mark the advance pay button on the requisition form. (do not ever use both invoice attached and advance pay!) • In the Internal Notes section of the requisition, detail any payment instructions (do you want check mailed out or sent to department to mail, does form need to be included in the mailout, etc.)

15. Non-Catalog Form • For use with most transactions. • If you cant find the vendor, it will expedite your transaction if you get the W-9 preapred for us. (Vendor serach tips later in the class!) • Attach any notes to supplier in the External Attachments. • Select a Purchase Category to route to appropriate purchaser. Choose Other if you cannot locate a category. • Anything you enter in the “Description of Goods and Services” field will not transmit to vendor. (this is on the form). • If any of the Health and Safety categories appply, please check them.

16. Non-Catalog Form for Informal Bid • To use on trascations between $5000-$25000. • Are required to get 3 quotes, two from Hubs. Contact sciquest.purchasing@ttu.edu if you need help loacting HUBs. • If a sole source, use the Justification of Proprietary Purchase form. • Enter the desired vendor in the Bid for Company A slot on the form.

17. One Time Payment • Use this form to reimburse employees. • This is considered a non-compliant trnsaction unless the department can verify the user did not have access to computer or Pcards. • These transaction will be included on non-compliant report submitted to Internal Audit and the Administration. • These transactions require the original receipt. If the receipt was lost, you can submit the lost receipt form. http://www.depts.ttu.edu/procurement/documents/Missing%20receipt%20form2.pdf

18. Request for Payment of Food • Cannot use this form for After the fact transactions. • Use for food purchases (OP 72.05). • Don’t have to preapre this if you purchased food on the Pcard. • Cannot purchase food on Appropriated funds (11, 12 or 13) unless it is for research. Certain funds allow alcohol. You can check • You do not have to prepare this form for bottled water, food for resale or monthly operating dues at a private club. • Itemized invoices are required to be submitted.

19. Request to Create a Blanket Order • Blanket orders do not encumber funds. • Enter the transaction for $0.01. Purchasing and Contracting will create the transaction in Banner for $5000. • You must still adhere to bidding rules. If it is exempt or sole source, we can create for higher amount. • Cannot use appropriated funds for these transactions (11,12, or 13). • Submit the invoice to Accounts Payable with detailed FOAP payment instructions.

20. Request to Create a Blanket Order • Cannot use for Chemicals or Gases, Gifts/Awards/Prizes, Animals, Memberships, Registrations, Travel, or to reimburse anyone. • Used for unexpected expenses. Should be set up at beginning of year (ex. Chemistry department some years must have Johns repair shop come out and repair or calibrate a piece of research equipment or Hospitality Services needs car washing services throughout the year). These are often unknown expenses. 7F0 accounts would be a good example. • If a contract requires you to pay an annual amount, you cannot set up a blanket order. • Should mainly be used for services, not the purchase of goods. • Email sciquest.purchasing@ttu.edu for clarification on when the form is appropriate to use. • These will not show up in Cognos as a PO. They will only show up as an invoice, so they are more difficult to track.

21. Request to Create a Standing Order • Standing orders do encumber funds. These transactions should be $5000 or more (we may reject a standing order in a lesser amount). • Enter the transaction for the actual estimate annual amount (can do by quarter or half year if a large transaction). Purchasing and Contracting will create the transaction in Banner for the request amount. Submit a change order to increase during the year. P&C may require larger encumbrances if it results in more than 12 increases a year! • You must still adhere to bidding/RFP rules. • Cannot use appropriated funds for these transactions (11,12, or 13). • Submit the invoice to Accounts Payable with detailed FOAP payment instructions ir you have multiple FOAPs encumbered.

22. Request to Create a Standing Order • Cannot use for Chemicals or Gases, Gifts/Awards/Prizes, Animals, Memberships, Registrations, Travel, or to reimburse anyone. • Good examples for Standing Orders are purchase of the same item off of a contract (toner, paper, drug testing, water, etc). • Can be used for goods or services. It should not be used for a one time payment to a vendor. These are more difficult for P&C to create and thus take a little longer. • You will be able to see the PO in Cognos and can track the Pos and payment easily. • Email sciquest.purchasing@ttu.edu for clarification on when the form is appropriate to use.

23. Justification for Proprietary Purchases • Only to use above $5000. • Must justify why only one vendor can produce the goods or services. COST CANNOT BE A FACTOR AS THAT IS WHAT THE BIDDING PROCESS IS FOR. • Often the vendor can help with wording as to why their product is unique (especially research equipment).

24. Req/PO Number Types • Everything has a Requisition Number. It is an all numeric value that is given once the requisition is issued. You can always track something with this number. • For Punchout transactions, they are given a “PT” number. (Grainger, Staples, Fisher, SHI, etc.) • For non-punchout transactions, you will get a TB number. This is a temporary number and should not be used to track. • Once the non-punchout transactions are in Banner, you will get a “P” number. This is a good and final number to use with the vendor. • Central Warehouse transactions have a “CW” number. • Change Orders will have the Oringal PO number plus the change order number (effect with transactions after May 1, 2009) Ex. P000216-2 (meaning the second change order).

25. Routing and Workflow • Requistions have internal TTU approvals. You can view these by clicking on the PR Approval tabs. These include the FOAPAL approval (financial manager, approver or requestor approval), EH&S, SPAR, Property Inventory, Purchasing. Once these are complete, it becomes a PO. • The PO approval History shows the creation in Banner and submittal to the vendor (by fax, email or Cxml). Most transactions are sent by fax. If you prefer a different method, you may enter that in the requisition form. • We recommend you also view the hisoty tab on each requisition and/or PO to see notes that users enter. You can also determine who approved the workflow steps.

26. Tracking transactions through the system • Enter the PR or PO number in the top right corner. (use the dropdown to distinguish between the two. • In History, select “My Orders”. • The My Requisitions tab will only show completed orders. • Do not use a TB number to track an order.

27. Why was my requisition rejected? • The reason a requisition was rejected will be in the history of the requisition. Open the requisition up and cleick on the history tab on that requisition. • Some rejections are automatic: • Insufficent Funds • Fulfillment Center error (forgetting to change fulfillment center from HSC to TTU on a punchout order). • Having a closed accounting date in the Billing section (accounting date must be the current month). • Unauthorized user (you can check the reports in team.texastech.edu to see if you had permission on that org code. • Some rejections are by approval departments: • Check the history to see who rejected it. They should put a note in the history. Some rejections are done by departments other than P&C. Please contact the appropriate department or Purchaser if in P&C.

28. How to split accounting • Click on the Line and Header FOAP Summary on the requisition. • Go to the line item that you want changed and click the edit next to that line. • A pop up window will appear. Click the add split. You can add several splits on a single line item. On the line item you have the option of splitting by: % of Price, % of quantity, amount of price, and amount of quantity (you do not have these choices in the header accounting level).

29. Receiving • You must create a receiving report if a transaction is greater than $100. • Open the PO, click on the receipts tab. • Choose cost receipt (services) or quantity receipt (services) from the drop down. • Add the quantity or cost to the receipt form then save and at the top submit. • You cannot delete a receipt sent in error, you must correct by reversing the transaction. Email sciquest.purchasing@ttu.edu for assistance.

30. Other Tips • Show how to vendor search (use the * sign for generic search). • Prepared for field – if you are using one FOAP and don’t have permission on that org code, you can enter the financial managers/approvers name in this field and it will process and route to them. The only other way is to be granted permission by team.texastech.edu. • Verify the Fax Number on the form (if you see a 743 prefix, ask the vendor for correct fax number). You can see fax failures on the PO History (see PO0010709 for example). P&C gets a report of these to manage. • Req Delivery field – cannot be in the past or will reject. • Amending orders – cant amend punchouts because of timing (they usually ship in 24 hours). Other order can be done by withdrawing req or submitting a change order (if PO is complete)

31. Demonstrations • Copy to new cart • Add to draft or pending cart • Using the long forms (fed equip, food, JPP, etc.) • How to find reqs by vendor name • How to find req by department (discuss issue)