KUPPS Procure-to-Pay System Training - Summer 2013

1. Procurement ServicesKU Procure to Pay SystemKUPPS Lecture Training Summer 2013

2. Today’s Training Agenda • Roll-Out of Enhanced KUPPS • Resources • KUPPS P2P Classroom Training • KUPPS P2P Lecture Training • KUPPS User Reference Guides • Role-based activity • DEMIS Information

3. Experience with KUPPS • Have you used KUPPS in the past? • Supplier Catalogs (aka Punch-Outs)? • Check Requests?

4. KUPPS Quick Reference Guides • http://www.procurement.ku.edu/kupps-quick-reference-guides

5. KUPPS Roles

6. Baseline Requisition Workflow • NOTE: Requestor will need to fill in all chartfield / accounting information • Info can be reviewed / changed it when it reaches the Approver • Approvals are driven by Department or Project chartfield • Purchasing and Audit steps driven by Business Unit, dollar value and Purchase type (catalog / contract type) • Special approvals systematically driven for: Equipment, IT Hardware / Software and Prior Authorizations (PA) PR Validation PR Validation PO Central / KUCR PreAudit Shopper Central Purchasing Requestor Dept / Project Approval(s) KURES Purchasing

7. KUPPS Login – A few clicks, a USER ID and a Password 7

8. KUPPS Frequently Used Features

10. Punch-Out / Supplier Catalog Shopping Many search options

13. Non-Catalog Shopping Non-Catalog Purchase Requisition Forms are used to: A. Purchase Goods from suppliers B. Purchase Services from suppliers * Includes contract and non-contract items C. Submit a purchase for a Formal Bid Process • Includes some one-time purchases • To establish contracts for repetitive procurements • Select vendor as “Supplier Unknown” D. Submit a transaction for a Competitive Bid Exception(aka Prior Authorization) requests to the KU central office when an order is over $50,000 and no competition exists

16. Shoppers – What’s Next with this Purchase Req? • For a Shopper who’s role is to only shop, click the button in the upper right hand corner of the screen and the PR will be routed to your “Requestor” • The Requestor will enter accounting and other information, and submit for necessary approvers.

17. KUPPS Roles: Shopper Assign

18. KUPPS Roles: Shopper Assigns after Adding Details

20. Requestors – What’s Next with this Purchase Req? • After opening the Summary – Draft Requisition page, edit/complete the following fields: • General – Doing Business as: Select either The University of Kansas –or – KU Center for Research, Inc. • Shipping – Verify/edit the details of the shipping location. • Billing – Verify/edit the details of the billing location. Note – catalog e-invoices are sent back to KUPPS; non-catalog invoices (paper or PDF) are sent to the KU Accounts Payable office for scanning and indexing into the KU ImageNow application. • Accounting Codes – Shoppers do NOT need to populate these codes before assigning to cart. Requestors submitting the cart for approval must complete this information. Approvers are authorized edit the accounting codes before approval. Click the View/edit by line item… link to enter code values by line item or to split funding by dollar amount. • Internal Notes and Attachments – Type a short summary of the reason or justification for the order. The note typed here becomes the “Comment From External PO” in FSKU payment records. Attach any file that may be necessary or useful for approval or audit. • Supplier / Line Item Details – Add notes/attachments here as necessary. Once the draft requisition is satisfactory, click the in the upper right hand corner of the screen

21. Accounting Code Chartfields - Requestors This screen is where Ship Toand Accounting Codes and Chartfield information are incorporated into the Requisition.

22. KUPPS Roles: Requestors Assign or Submit

27. Requisition Approvals Approvers are assigned to Approp Level Cost Centers for “Department-based workflow.” Approvers are assigned to Projects for “Project-based workflow” as Delegates. KUPPS Requisition Approval • Self Approval Limits ensure trusted individuals can procure without additional steps for low value transactions (but not for Projects!) • Requisition Approval Workflow driven by Department (or Project) chartfield information ensuring those with budget oversight are aware of potential charges • Approval Action via email --without logging into the KUPPS system -- or within KUPPS. 27

29. KUPPS Roles: Approvals Tab

30. KUPPS Requisition Approvals 30

31. KUPPS Requisition Approvals

33. KUPPS Email Approvals of Requisitions E-mail approval for KUPPS requisitions, including through Smart Phones E-mail contains information needed to make a review and to take action

35. KUPPS Roles: Invoice Approvals WebNow Invoice Approval KUPPS Invoice Approval • Punch-Out CatalogVendors send • E-invoices back to FSKU • Invoices less than $5000 • Auto-pay if matched or within 10% / $100 tolerance, whichever is lower • Invoices greater than $5000 • KUPPS Main Page • Approvals Tab • Approval Type: Invoice • (choose “Invoice” from drop down menu) • E-mail Notice • Approvals are Required for PO related invoices • Goods Invoices less than $500 • Auto-pay if matched or within 10% / $100 tolerance, whichever is lower • Goods Invoices greater than $500 • All Services Invoices (Regardless of amount) • Approval Action via ImageNow • Scanned by Central Payables • Matched to PO by Central Payables • Email notice sent to approvers • E-mail Notice • Approvers are assigned to Approp Level Cost Centers for “Department-based workflow.” • Approvers are assigned to Projects for “Project-based workflow” as Delegates. 35

36. KUPPS Roles: Approvals Tab

38. WebNow Approvals • E-mailed link that takes approvers into WebNow to take action

39. WebNow Invoice Approvals Direct Log-in URL: https://kuwebnow.ku.edu/

40. ImageNow / WebNow Functionality • PO related Invoices for KUPPS non-catalog orders will be approved by departments via ImageNow and keyed by Central Payables • E-Mail notice with links to ImageNow / WebNow sign-in to take action

41. DEMIS Report – Update A new PO Activity report has been created in DEMIS. Same Link! PO Sample: Paid in full PO Sample: Partial Payments New Report! 41

42. DEMIS Report – Quick Reference Guide

43. DEMIS Report – Quick Reference Guide

44. Vendor Information KUPPS requires an Order Dispatch Method • Fax Number or Email Address Adding New Vendors to PeopleSoft • Authorized Users can enter new vendors directly into PeopleSoft. • Collect information from vendor (including W-9) • Also ask for an email or fax number for Order Dispatch function • Vendors with this information are auto-synced to KUPPS • Guide: http://procurement.ku.edu/vendor-information Request to Change Vendor in PeopleSoft Financials: • On-line form http://procurement.ku.edu/vendor-information

45. Account Codes and Line-Item Accounting Splits • “Split Line Funding”used only when using different funds or cost centers, not different expense accounts / account codes. • Example: Software Licensing and Maintenance • Total Transaction: $7,500 • Only funding difference is the Account Code • Correct Procedure: Create Two (2) Separate Line Items • Software Licensing: $5,000 – Account Code: • Software Maintenance: $2,500 – Account Code: • Consequences for not following these directions: • Voucher will not be created correctly • Problems with matching • Problems if there are multiple payments.

46. Next Steps • Communicate within your Department Finance Team • Two-Way Communications between Finance Team Members and Customers! • Be Aware! • Be Prepared! • Ensure your department(s) have the right “users” • Roles (Users with system OperIDs) • Approvers • New FSKU users • Required Vendors • Attend Classroom Training (if needed) 46