PURCHASING PeopleSoft P2P

1. PURCHASINGPeopleSoft P2P Presenter: Lane Brinson, Assistant Director of Purchasing

2. PURCHASING • PO Accuracy and Match Exceptions • Communication with Vendors • Freight Charges • PO Encumbrances from DEFINE

3. PO Accuracy and Match Exceptions • “Match Exceptions” occur when PO and Voucher information does not match • Care should be taken to ensure requisitions are entered accurately • Purchase orders must match invoices exactly to prevent “match exceptions” on the voucher • Double check vendor, unit of measure, unit price • Avoid combining items that will be invoiced as separate line items

4. Communication with Vendors • Inform vendors about UT Share/PeopleSoft and the need for accurate invoicing • Invoices MUST match Purchase Orders exactly • Include suggested paragraph in all requisitions • See Important Vendor Notification on the www.utsa.edu/purchasing website • Use both email and verbal vendor communication

5. FreightCharges • Request a “Not to Exceed” freight charge when obtaining quotes • Ensure a line item for the “Not to Exceed” freight charge is placed on the requisition • Freight charges not appearing on PO will not be paid without a justified change order • “Account” code must be added to line item on the requisition for freight.

6. PO Encumbrances from DEFINE • PAYMENTS USING PURCHASE ORDER • Purchasing will enter open Purchase Orders • Includes all PO encumbrances over $5,000 and encumbrances for controlled/capital assets • Legacy PO Numbers will be utilized • POs will be entered as invoices are received • PROCARD PAYMENTS • Presented in Following Slides

7. Purchasing Contact Information • Email: purchasing@utsa.edu • Phone: 458-4060 • Yvette Medina • Phone: 458-4974 • Email: yvette.medina@utsa.edu • Lane Brinson • Phone: 458-4066 • Email: lane.brinson@utsa.edu

8. Questions?