Date post: | 08-Aug-2018 |
Category: |
Documents |
Upload: | muhammad-wasim-qureshi |
View: | 226 times |
Download: | 0 times |
of 17
8/23/2019 i Pro User Guide
1/17
iProcurement User Guide
Financial Services 14th Floor West Towe
Parnassus Financials
IPROCUREMENTUser Guide
ContentOverview/Objective/Resources 1 Appendix 1: Computer Technology Purchases 13-14
Dollar Limits/PO Process 2 Appendix 2: Partial Receive/Copy Requisition 15-16Access iProcurement/Set up Preferences 3 Appendix 2: View Requisition/Return Item 16iProcurement Process 3-12 Appendix 2: Correct & View Receipts 16-17
Overview
iProcurement is a process in Parnassus to create Requisitions for Purchase Orders for Collegerelated purchases or to pay for goods or services in accordance with the Ithaca College Procurementpolicies and procedures.
Objective
The Department Coordinator or designated departmental employee who is responsible for creatingrequisitions for purchase orders will be able to complete a requisition, review requisitions andpurchase orders, receive the goods or services, and review payment information through theiProcurement process in Parnassus.
Resources
Procurement Website can be accessed through Financial Services website or throughProcurement: http://www.ithaca.edu/procurement/
Sole Source Justi fication Formhttp://www.ithaca.edu/procurement/ICPurchases/solesource/
Technology Renewal Program (purchasing computer hardware/printers)http://www.ithaca.edu/its/services/purchase/collegeequip/
Supplier Request Form
http://www.ithaca.edu/financial_services/forms/
iProcurement Vacation Ruleshttp://www.ithaca.edu/financial_services/parnassus/parndocumentation/
http://www.ithaca.edu/procurement/http://www.ithaca.edu/procurement/http://www.ithaca.edu/procurement/ICPurchases/solesource/http://www.ithaca.edu/procurement/ICPurchases/solesource/http://www.ithaca.edu/its/services/purchase/collegeequip/http://www.ithaca.edu/its/services/purchase/collegeequip/http://www.ithaca.edu/financial_services/forms/http://www.ithaca.edu/financial_services/forms/http://www.ithaca.edu/financial_services/parnassus/parndocumentation/http://www.ithaca.edu/financial_services/parnassus/parndocumentation/http://www.ithaca.edu/financial_services/parnassus/parndocumentation/http://www.ithaca.edu/financial_services/forms/http://www.ithaca.edu/its/services/purchase/collegeequip/http://www.ithaca.edu/procurement/ICPurchases/solesource/http://www.ithaca.edu/procurement/8/23/2019 i Pro User Guide
2/17
Parnassus Financials Page 2 of 17iProcurement User Guide
November 2011
Purchasing Dollar LimitThe following Purchasing Policy Dollar Limit rules apply when ordering goods or services.
$1-$2000 (For non travel-related & non-capital items) Use Ithaca College Purchasing Credit Card If supplier does not accept credit cards, use EZ Pay for items $1000 and under
-Or- Create Requisition for Purchase Order (PO) through iProcurement process in Parnassus For Small Equipment-Computer purchases including Laser Printers (subcode 8130) you MUST create Requisition
for PO in iProcurement (see Computer Technology Purchases-Appendix 1)
$2001-$10,000 Create Requisition for PO through iProcurement process in Parnassus MUST include 2-3 competitive quotes or sole source justification before purchasing or paying invoice
Sole Source J ustification Form
$10,000 and Over Must be competitively bid (contact Wayne French) unless a sole source justification form is presented by a
College department and approved. Submit Requisition for PO through iProcurement process in Parnassus
Purchase Order Process
Before starting the requisition process, users should:
Be sure you have access to the accounts and subcodes being used Check Available Funds Check supplier and correct address are in supplier list
To add new suppl ier or update incorrect address go to Accounts Payable forms (include supplier phonenumber, fax, and email if possible)http://www.ithaca.edu/financial_services/forms/new_supplier_form.htm
Purchase Order Process (Figure 1) Create and submit requisition through iProcurement processin Parnassus.
Fax materials to Procurement Specialist (41602) Requisition is approved through department hierarchy Requisitioner is notified of approval through Worklist Procurement creates Purchase Order (PO) and submits
order to supplier if needed Requisitioner checks PO status Goods or services received by department RequisitionerReceives items in iProcurement to close PO Requisitioner faxes Invoice or paperwork with PO#to
Accounts Payable to issue payment (47336).
http://www.ithaca.edu/procurement/docs/SoleSourceForm/http://www.ithaca.edu/procurement/docs/SoleSourceForm/http://www.ithaca.edu/financial_services/forms/new_supplier_form.htmhttp://www.ithaca.edu/financial_services/forms/new_supplier_form.htmhttp://www.ithaca.edu/financial_services/forms/new_supplier_form.htmhttp://www.ithaca.edu/procurement/docs/SoleSourceForm/8/23/2019 i Pro User Guide
3/17
Parnassus Financials Page 3 of 17iProcurement User Guide
November 2011
Accessing iProcurement & Setting Up Preferences
Access ing iProcurement Log into Parnassus Choose iProcurement responsibility
Set up Preferences Choose Preferences tab on iProcurement homepage (Figure 2A) Select iProcurement Preferences Update Delivery Section
Next to Requesterenter your last name (Rosato) Click Magnifying Glass>Select>OK orQuick Select Next to Deliver-To Location enter ZZ with your department name (ZZ Financial) Click Magnifying Glass Quick Select correct department name
Apply Changes
Shop/Requisitions/Receiving Tabs (Figure 2B)
Users can navigate to iProcurement homepage via Shop tab; view requisi tion and purchase orderinformation with the Requisitions tab; or receive and view receipt information with the Receiving tab.
Stores/Shopping Lis ts/Non-Catalog Requests (Figure 2C) use Non-Catalog Requests tab fo r creating general requisit ions use Shopping Li sts fo r IC Custom Technology and IC Technology Renewal items (Appendix 1)
Search (Figure 2) Users also have the options to view IC Custom Technology (also compare items) or IC Technology
Renewal items and create a requisition by entering % and lick GO in Search f ield
Part 1: Creating a Requisi tion for Purchase Order in iProcurement
A. Non-catalog Request
Use Shop tab (Figure 2B) to return to iProcurement homepage. Select Non-Catalog Request tab.
See Computer Technology Purchases Appendix 1(page 13) for detailed instructionsrelating to computer hardware, software, printer purchases under Technology RenewalProgram and special orders.
8/23/2019 i Pro User Guide
4/17
Parnassus Financials Page 4 of 17iProcurement User Guide
November 2011
Complete Non-Catalog Request screen by filling in all fields (Figure 3) Supplier Name
o Find the supplier name and cor rect address (you may want to check this first) Enter a name or partial name of supplier Click on Magnifying Glass (you must use magnifying glass & select vendor name) Click Go Select>OK orQuick Select supplier name with Mail site if available Supplier name and site will automatically be filled in
Item Typeo Never change this field. Even though you have choices it MUST remain as Goods billed by quantity
Item Description (enter each item separately). Information in this field displays on the PO as well asaccount inquiry and reports.
o Indicate per quote (for Procurement to place order), or Invoice (to pay an invoice) and date. This is thedetail for each item.
o As you are typing do NOT use Enter key, just keep typing (it will auto wrap text)
Categoryo Defines the item (whether purchasing or paying for services)
Click on Magnifying Glass Enter a category name in search by field (i.e. furniture) or leave blank for complete list Click Go
Select>OK orQuick Select closest descriptionNote: for a printable report listing all Categories, go toArgus>Financials>Financials Reports>Department PurchasingReports>iProcurementCategories
Quantityo Enter the number of items...1, 2, etc.
Unit of Measureo For the item (s) you are purchasing or paying for
Click on Magnifying Glass
Enter a name in search by field (usually Each) or leave blank for complete list Click Go
Select>OK orQuick Select unit of measure Unit Price
o Enter dollar amount for item in field (do not need to enter dollar sign)
Currencyo Is USD
ClickAdd to Car t
8/23/2019 i Pro User Guide
5/17
Parnassus Financials Page 5 of 17iProcurement User Guide
November 2011
If you have more items to add (same order/supplier) just update the Item Descrip tion,Category, Quantity, Unit o f Measure, or Unit Price andAdd to Car t.
Choose View Cart & Checkout (Figure 4)to continue with the process.
B. Shopping Cart Screen
You will find the following options on the Shopping Cart screen (Figure 5): Quantity
o This is the only field you can change on this page. Enter new Quantity and Tab to update.
Deleteo If you delete an item and need to add another item choose Shop>Non-catalog Request
Saveo If you need to exit iProcurement you can choose to save your information in the Shopping Cart
Click Checkout to continue with the process
C. Checkout: Requisition Information Screen
8/23/2019 i Pro User Guide
6/17
Parnassus Financials Page 6 of 17iProcurement User Guide
November 2011
Update information on the Checkout: Requisition Information screen, if needed (Figure 6).
Requisition Descriptiono Enter description to include all items or invoices as this will display on Requisition Page for the overall
order. Could include vendor, account number, etc.
Delivery Dateo ONLY change date when delivery will be OVER 30 days
Requestero Information in this field is pre-filled
Deliver-To Locationo Information in this field is pre-filled from your Preferences set up (ZZ Department Name)
GL date is automatically entered with todays date
Users can choose to Cancel, Save, Submit, Edit Lines (to update information) or Step 1 of 3NEXT
DO NOT use submit button as there are more pages to complete. This skips Approvalsscreen and printable Checkout: Review & Submit Requisition screen.
Click NEXT Step 1 of 3 to continue with iProcurement process
D. Requisit ion Information: Edit Lines Screen (Figure 7)
Error Messageo Disregard this error message. If any other error messages appear, be sure to read and respond.
Click Enter Charge Account link for first item (Figure 7) then continue with next screen tocomplete account information (Figure 8)
Update or Delete Itemso Select the line to update Requisition Information or delete then choose Update or Delete buttono Use back button to return to Edit Lines screen
8/23/2019 i Pro User Guide
7/17
Parnassus Financials Page 7 of 17iProcurement User Guide
November 2011
E. Requisi tion Information: Split Cost Allocation Screen (Figure 8)
Enter Account #in IC Accounting Flexfield (Figure 8)
o Tosplit cost and add another account lineclickAdd ano ther Row
To use same account # for all Items in Cart, check Apply Cost Allocation to all lines
Click Apply
o This adds the account #to the Requisition Info: Edit Lines page
Continue to select line and enter a different account # for next item(s) (Figure 7)
Click Check Funds
o Check Funds Completed Successfully message will display (Figure 7)
Click Apply again
o This will take you back to the Checkout: Requisition Information page, Step 1 of 3 (Figure 6)
Click Next Step 1 of 3 to continue with process
8/23/2019 i Pro User Guide
8/17
Parnassus Financials Page 8 of 17iProcurement User Guide
November 2011
F. Checkout: Review Approver List Screen (Figure 9)
Note to Approver(Figure 9A)o You can provide a message to your approverin this box (i.e. Account #, per our discussion, etc.)
Note to Buyer(Figure 9B)o Information in this box will be viewed by Procurement only (i.e. Will fax quoteFax to Bill at 123-456-
7890Thanks). Do notenterinformation such as Hold Check in this box. Payment information mustbe referenced on the material submitted to Accounts Payable (see Part 3 Receiving).
o See Computer Technology Purchases (including printers) onpage 13 for detailed instructions relatingto Technology Renewal Program purchases and special orders.
Manage Approvals (Figure 9C) Approvers will automatically be added depending on the requisitionamount).
o SelectManage Approvals then click on magnifying glass, enter Last Name, First Name of approveryou want to add and Quick Select correct line.
Click Step 2 of 3 Next (Figure 9D) to continue with process. Do not submit yet.
G. Checkout: Review and Submit Requisition Screen (Figure 10)
8/23/2019 i Pro User Guide
9/17
Parnassus Financials Page 9 of 17iProcurement User Guide
November 2011
Review Information Requisition # will display on this page. You can print this page for your records. Click Step 3 of 3 Submit and continue with process
H. Confirmation Screen (Figure 11)
Note Requisition Numberon Invoice orQuote then Fax to Procurement(Karen Cleveland x41602) Ifover $2,000, you must Fax paperwork to Procurement for their records (Sole Source
Justif ication form, 2-3 competitive quotes, invoice, etc.) Funds are now Encumbered
You have nowsubmitted the Requisition but have notcompleted the full Purchase Order
process in iProcurement. The following must still occur:
Requisition must complete theApproval Process , if any approvals are needed Procurement then creates the Purchase Order Procurement submits the order, if items need to be ordered PO must be Received in iProcurement (Figure 13 and 14) only after the goods are
physically received or services completed.
Part 2: Requisit ion Status
To Check Status and View Requis ition
Log in to Parnassus and choose iProcurement responsibility Go to Requisi tion Tab (can also view from Shop tab, My Requisitions) Status will show when approved (Worklist will also indicate when Requisition approved) Procurement processes PO (submits order if needed)
PO # with line underneath means PO Issued and you can Receive the item(s) (see Part 3)
8/23/2019 i Pro User Guide
10/17
Parnassus Financials Page 10 of 17iProcurement User Guide
November 2011
Part 3: Receiving Items in iProcurementNOTE: For all Technology Renewal Program purchases or special orders see ComputerTechnology Purchases (including printers) on page 13 for detailed instructions. Users DO NOTRECEIVE these items
In order to receive Non-Catalog Request items, you must wait until a Purchase Order number hasbeen assigned and the department has physically received the goods or items. The Requisition line
will show the PO#with a line underneath indicating the PO has been issued.
Receive the items through iProcurement only after goods or services have physically beenreceived but you do not need to wait for invoice. However, payment will not be issued untilAccounts Payable receives the Invoice.
Users have two ways to Receive items through iProcurement. (see A & B below) Express Receive (Figure 13) Full Receive (Figure 14)
A. Express Receive (generally used)
Express Receive can be used unless there are problems with the order or you need to enteradditional information such as Packing Slip or comments. Follow the instructions below to useExpress Receive in iProcurement.
Log into Parnassus>iProcurement
Go to Shop tab My Requisitions (Figure 13) orgo to Receiving tab
Click on Express Receive icon
Receive Items: Review and Submit Screen will appear Click Step 3 of 3 Submit Confirmation Page with Receipt # will be displayed Fax Invoice (if you have)or paperwork to Accounts Payable (47336) with Purchase Order# If a check needs to be picked up at Cashiering Services, you must note this on Invoice or
paperwork you fax to AP (as long as Vendor/Supplier is not set up as EFT).
You have now completed the iProcurement process.
8/23/2019 i Pro User Guide
11/17
Parnassus Financials Page 11 of 17iProcurement User Guide
November 2011
B. Full Receive (for Blanket PO, can add Packing Slip #or comments) Figure 14
The Full Receive option should be used to receive Blanket POs or where you cannot use ExpressReceive. Users have an additional screen to enter more detailed information such as Waybill,Packing Slip, or Receipt comments. Follow the instructions below for the Full Receive option.
Log into Parnassus>iProcurement
Choose Receiving tab
Click on Requisition # (Figure 14)o Choose Receiveo Select line items to receive
Click Step 1 of 3 Next
Receive Items: Enter Receipt Information Screen will display (Figure 15)
Enter any Waybill, Packing Slip, orReceipt Comments Click Step 2 of 3 Next
8/23/2019 i Pro User Guide
12/17
Parnassus Financials Page 12 of 17iProcurement User Guide
November 2011
Full Receive (continued)
Receive Items: Review and Submit Screen will display (Figure 16) Click Step 3 of 3 Submit Fax Invoice or paperwork to Accounts Payable (47336) with PO# and Receipt # If a check needs to be picked up at Cashiering Services, you must note this on Invoice or
paperwork you fax to AP (as long as Vendor/Supplier is not set up as EFT).
You have now completed the iProcurement process.
Note: If you need to Receive and pay for only part of an order, instructions on how to complete aPartial Receive are located underAppendix 2.
8/23/2019 i Pro User Guide
13/17
Parnassus Financials Page 13 of 17iProcurement User Guide
November 2011
APPENDIX 1
Computer Technology Purchases
For computer hardware, software, or printerpurchases that will be part of the TechnologyRenewal Program or for custom orders, departments submit a Requisition for Purchase Orderthrough iProcurement.
The process for purchasing these items is similar to creating a Requisition using Non-CatalogRequests. For computer technology purchases, however, users start the requisition by choosingShopping Lists. Resources and special instructions for computer purchases that are part of theTechnology Renewal Program are listed below.
RESOURCES
Information relating to buying computer hardware, software, printers, as well as budgetinginformation can be accessed through Information Technology Services web site at:
http://www.ithaca.edu/its/services/purchase/collegeequip/(individuals without iProcurement responsibility can view andselect computer items then give their selection to the person submitting the requisition in iProcurement).
Desktop & laptop computer purchases for new faculty/staff, new network laser printers, or funds topurchase new or replacement cycle Z machines must be budgeted for inclusion in departmentalcomputers budget li ne (subcode 8130).
Requisi tion Process for Computer Technology Purchases
Log into Parnassus>iProcurement Choose Shop tab Click on Shopping Lists
Select List s: from drop down choose either of the following:o Click on IC Custom Technology >Go to find specialized orders set up through Irene Scott-ITSo Click on IC Technology Renewal >Go to view and select computer or printer from list
Change Quantity if needed and click Add to Cart
In Shopping Cart choose View Cart and Checkout
http://www.ithaca.edu/its/services/purchase/collegeequip/http://www.ithaca.edu/its/services/purchase/collegeequip/http://www.ithaca.edu/its/services/purchase/collegeequip/8/23/2019 i Pro User Guide
14/17
Parnassus Financials Page 14 of 17iProcurement User Guide
November 2011
Appendix 1 (continued)
Users must also read and follow the Special Notes listed below before continuing with theiProcurement Checkout process (Page 5-Figure 5).
Special Notes (Appendix 1B)
When creating requisition for PO be sure to include the following under Note to Buyer(Appendix 1B). Name of person physically receiving the computer Location where it will be installed (this may not be the individual submitting the requisition).
Once the PO is created, DO NOT Receive the item as ITS will complete the process.
8/23/2019 i Pro User Guide
15/17
Parnassus Financials Page 15 of 17iProcurement User Guide
November 2011
APPENDIX 2
Partial Receive
The following process is to receive a partial quantity where you need to only pay for part of thequantity received.
Log into Parnassus>iProcurement Choose Receiving tab Click on Requisition numberwhere you want to receive a partial quantity Choose Receive button Select Item (Appendix 2A)
o Select the lineo Enter partial quantity in
Receipt Quantity fieldo Click Step 1 of 3 Next
Enter information (i.e. Need to pay
for partial order. The remaining
quantity is backordered)o Click Step 2 of 3 Next
Click Step 3 of 3 Submit Fax paperwork with PO#/Receipt#
to Accounts Payable
When the remaining quantity needs to be received and payment issued, use Full Receive option.
Copy or Create Similar Requisition
8/23/2019 i Pro User Guide
16/17
Parnassus Financials Page 16 of 17iProcurement User Guide
November 2011
Appendix 2 (continued)
Copy and Create Similar Requisit ion use this option for the same vendor/supplier and items.
Log in to Parnassus>iProcurement
Choose Requisitions tab (Appendix 2B) Click on Requisition #
Choose Copy to Cart Change Quantity if needed and then Checkout Choose Edit Lines, Select Line, thenclick Update to change item, pricing ordelivery information. Apply >Apply and continue completing Steps and Submit
View Requisi tion Information
View Requisi tion Shipment, Receipt, Invoice, and Payment Information
Log in to Parnassus>iProcurement
Choose Requisitions tab (Appendix 2B) Click on Requisition #
o Details
View Account Number by Requisit ion Item
Log in to Parnassus>iProcurement Choose Requisitions tab (Appendix 2B)
Click on Requisition #o Details
Click on Show Additional Information this is the only place account numbers are displayed.
Return Items or Correct and View Receipts
8/23/2019 i Pro User Guide
17/17
Parnassus Financials Page 17 of 17iProcurement User Guide
Appendix 2 (continued)
Return Items
Log in to Parnassus>iProcurement Choose Receiving tab (Appendix 2C) Select Receipt Number Choose Return Items Enter Return Quantity for the line item
Click Step 1 of 3 Next
Enter Return Information Click on Magnifying Glass to select Reason for return (must choose from list) Enter Return Material Author ization (if required) Enter any Comments Click Step 2 of 3 Next
Review and Submi t
Correct Receipts
Log in to Parnassus>iProcurement
Choose Receiving tab (Appendix 2C) Select Correct Receipts Enter Correct Quantity for item
Click Continue
Review and Submi t
View Receipts
Log in to Parnassus>iProcurement Choose Receiving tab (Appendix 2C) Select View Receipts Click on Receipt Numberto view the item (you can also Correct Receipts and Return Items from
this screen)
For questions regarding iProcurement, contact Karen Cleveland ([email protected]) at 274-7341.