RazorBuy

1. RazorBuy University’s new procurement system Review and Approval of Purchase Requisitions

2. Overview of RazorBuy • New Roles • Approval process – RazorBuy and BASIS • Getting Started

3. RazorBuy Home Page

4. Shopper – person(s) designated within your department to perform the shopping duties – adding items to a cart. • Requester– person(s) designated within your department to create the Purchase Requisition (PR). This person may assign or change accounting information; may add line items or change quantities of existing lines; may also be a shopper. This person must have a BASIS (Admin) id since he/she will be the initiator of the transaction. New Roles

5. Requester may combine shopping carts (within the same department) when creating the purchase requisition • Multiple vendors are allowed on the same purchase requisition Combining Carts and Vendors

6. Shop (Shopper) Create Req. (Requester) Login Create PO Transmit PO Approvals Hosted Catalogs Departmental Review (Optional) Send Via: cXML EDI Email Fax Portal Punch-out Catalogs Log In Create Purchase Req RazorBuy BASIS PO Create Custom Forms Additional Approvals: IT, Trademark & Licensing etc. Non-Catalog Items Approved Create PO Create Requisition Target Chain Approvals BASIS Encumber Funds RazorBuy/BASIS Integration Scenario Outbound Sync: Vendors and Accounting Information

7. In order to maintain good internal controls and oversight of departmental funds - the decision has been made to export all RazorBuy requisitions into BASIS to utilize the TARGET routing for approvals. TARGET Approval Process

8. A new TARGET review criterion is being developed to streamline REQT approvals. • Applies to REQT transactions only • New review criterion will have an additional tier for approvals that is designed to assist in streamlining the approval of small dollar purchases. • TARGET policy rules apply New review criterion

9. New levels for REQT

10. The immaterial review is broken into two groups – transactions $1,000 or less and those above $1,000 and less than $10,000. • An opportunity to assign different reviewers to each of these groups or leave them the same. Immaterial Review

11. RazorBuy offers a Departmental Review

12. Workflow (review) will be based upon the Company/BU of each of the cost centers. • User based review • No central administrative approval necessary • Please keep in mind that if a person is designated as a reviewer in RazorBuy and TARGET – that person will have to review/approve in both applications. Departmental Review (optional)

13. Allows users to make revisions to the purchase requisition. • Provides more flexibility for setting up substitutes (i.e. proxy). • Permits the lower level review to be performed within RazorBuy. • Allows users to review and approve purchase requisitions via email (the user will enter his/her PIN for identification and security). Advantages of Departmental Review

14. The PR Validation to BASIS is the integration point to export the RazorBuy requisition to BASIS for TARGET approval • Departmental Approval – optional workflow within RazorBuy Example of Workflow

15. New review groups for REQT (BASIS TARGET) Financial Affairs in consultation with each college/unit will build the new review groups • Departments will be encouraged to • Simplify the new review as much as possible • Utilize the various levels (3 tiers) • Departmental review (RazorBuy) • Consider your options • Consider performing lower level reviews here • Review is user based Information Needed

16. How to manage RazorBuy users – shoppers, requesters, and departmental reviewers • Departmental Liaison • How to communicate changes, such as terminations, changing positions • BASIS notification • How to request new users Suggestions for managing this information

17. Shoppers - identify employees/affiliates for this role • Requesters – all UPS users who have logged in recently? Other criteria? Must have a BASIS id • Departmental Review – do you want to use? • New REQT review chains – identify the reviewers and levels Need your assistance!

18. Thank You!