eProcurement

1. eProcurement Finance SystemsTraining Shaleen Batra Finance Business Solutions – User Support & Training

2. Agenda • What is eProcurement? • Requisitions and Purchase Orders • How to manage requisitions • Location and ship to address • COS (Complete Office Supplies) • eVolve • Technical troubleshooting • Requisition to PO Report

3. eProcurement Items are ordered from supplier’s website Supplier website is compatible with NS Financials Able to bring back all the ordered items in NS Financials Converts into a Purchase Order

4. eProcurement

5. Requisitions & PO • eProcurement is used to place orders from suppliers via their website. • Orders placed through eProcurement are known as Requisitions • Once an eProcurement requisition is approved an hourly process is run by the system • Process creates a Purchase order related to the requisition • If requisitions are not Budget checked then PO will not be created • Purchase Order is dispatched to the supplier not the requisition • Always quote the PO number when contacting a supplier

6. Manage Requisitions

7. Manage Requisitions Search Options: • Date • Requester • Entered by • Request Status

8. Manage Requisitions

9. Manage Requisitions

10. PO Information

11. PO Information

12. PO Information //

13. Chartfields Information Scroll to the bottom of the screen

14. Chartfields Information //

15. Update Requisitions Status is important. Requisitions cannot be edited once PO has been dispatched to the vendor //

16. Find more items

17. Find more items Select the supplier and add more items as required //

18. Track Requisitions Via Manage Requisitions

19. Track duplicate Requisitions Search using date criteria

20. Cancel Requisition

21. Cancel Requisition //

22. Default Chartfields

23. Default Chartfields Make sure to enter your Buyer ID Default chartfields

24. Updating Chartfields

25. Updating Chartfields //

26. Location and ship to address Ship to and Location should be same

27. Location and ship to address

28. One time address Use the lookup to find a Ship To description that will match your One Time address Currently Rupert Myers Bldg

29. One time address Use %in description

30. One time address Change Location to O102 as we want One Time address and Location to be in the same building and then click Modify OneTime Address

31. One time address

32. Location and ship to address Make sure that the ship to address and location are in same building

33. Attention to Please do not write anything else in the address field e.g. Names And Contact details For Names use attention to field //

34. Complete Office Supplies - COS UNSW’s preferred supplier of stationery and office supplies GST is not adjusted for GST free items Reason for order being rejected by COS

35. Complete Office Supplies - COS GST not updated on the order • PO is rejected by the COS system • Buying Network has to update it manually • Delays the process

36. Complete Office Supplies - COS Make note of the item without GST and change the VAT in NS Financials

37. Complete Office Supplies - COS Which is 10% of total amount Adjust GST (VAT) on line 1

38. Update VAT type Change AO to FRAO //

39. Online orders for COS Online orders should not be raised except some special orders like custom made stamp ///

40. Receipting COS items If items are received but you are going to reject them Please do not receipt If items are on backorder • Only receipt when the goods are delivered • Partially receipt rest of the goods received Receipt only the quantity that have been delivered. e.g. If PO Qty is 5, and you only received 4, then receipt needs to be created for 4 only

41. eVolve UNSW’s preferred supplier of Notebook, monitors, hard disk etc. One Time address Special / Online Requests

42. One time address Change Location to O102 as we want One Time address and Location to be in the same building and then click Modify OneTime Address

43. eVolve Non-Standard IT Hardware Requisition Form – IT07 Items not in Online Catalogue OR Quote from eVolve //

44. eVolve Cancel/Change orders Once the order has been placed with eVolve it cannot be changed or cancelled Return Desktop or Notebook No, as they are configured specifically for UNSW Return Peripheral Yes. You are required to pay re-stocking fee of approx 20% - 30% //

45. Technical troubleshooting eProcurement & Internet Explorer 9 • Receiving a security restriction notice when attempting to connect to supplier websites • if you have allowed pop ups you can click on “Allow Content” after which eProcurement will return to the first screen and allow you into the Supplier site on your second attempt. • To prevent having to do this: • Ensure your Internet Explorer are set to these settings • See the IE9 Additional Settings section of this document for the additional settings required for IE9. • Getting caught in a “loop” when returning your cart from a supplier website • Ensure your Internet Explorer are set to these settings • See the IE9 Additional Settings section of this document for the additional settings required for IE9.

46. IE9 Additional Settings • Make sure these settings have been applied • Go into the Security settings of your browser and find the custom level settings (see screenshot) • (the settings for the screen shot are for Internet Explorer 9)

47. IE9 Additional Settings • Scroll down to the Miscellaneous section and ensure the settings are enabled • If you don’t have the security access to manage these settings on your computer you will need to contact your local desktop support personnel. If you don’t know who they are you can contact the servicedesk@unsw.edu.au on ext 51333.

48. Requisition to PO XREF Report Enter Run Control ID and Click ADD

49. Requisition to PO XREF Report

50. Requisition to PO XREF Report Leave server name blank and click OK