PeopleSoft Implementation Project€¦ · ePro.1.03 – Buyer Role Documentation 4/8/2019 3 of 37...

University of Wisconsin System

SFS Business Process

ePro.1.03 – Buyer Role Documentation

4/8/2019 1 of 37

CONTENTS

eProcurement Buyer Role ................................................................................................ 2

Buyer WorkCenter (New feature in 9.2) ......................................................................... 3

Options to Review Requisition for Approval ................................................................. 4 Email ............................................................................................................................... 4 Worklist........................................................................................................................... 5 Manage Requisition Approvals Page .............................................................................. 6 Buyer WorkCenter .......................................................................................................... 8

Adding Alternate Approver on a Temporary Basis .................................................... 10

Approving a Requisition ................................................................................................ 11

Denying a Requisition ..................................................................................................... 15

Budget Check Requisition .............................................................................................. 17

Manually Expedite Requisition to a Purchase Order .................................................. 19

PO Updates ...................................................................................................................... 23

PO Email Dispatch .......................................................................................................... 30

PO Email Dispatch with Attachments .......................................................................... 34

New Fiscal Year Instructions ......................................................................................... 36

Revision Control.............................................................................................................. 37




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eProcurement Buyer Role

The eProcurement Buyer provides the final review and approval of a requisition. The

Buyer completes the below steps.

1. Provides Final Approval of Requisition

2. Manually Budget Checks Requisition

a. Batch job set up to run budget check 2X day (noon and 10:00 pm) on fully

approved requisitions for all ePro Institutions.

3. Expedite Requisition to a Purchase Order

a. Batch Job can be set up to expedite requisition to Purchase Order

i. PO Auto Source set up for UWMSN to run daily at 9:00 am

4. Completes Purchase Order creation

5. Dispatches Purchase Order to the Supplier for fulfillment.

a. Most campuses have batch jobs set up to dispatch POs

Batch Jobs can be created to complete items 3 – 5. Contact UW Problem Solvers if

interested in scheduling a job.




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Buyer WorkCenter (New feature in 9.2)

The Buyer WorkCenter is new functionality in 9.2. It is a “one stop shop” for all

Purchasing related transactions. It provides a centralized component for users to access a

variety of alerts, pages, processes, queries and reports without using navigation. Buyer

WorkCenter can be accessed from the homepage or through navigation

Navigator: Purchasing > Buyer WorkCenter

The left pane of the Buyer WorkCenter page, will list everything requiring your attention.

1. Requisitions – Requisitions to Review for Approval

2. Requisition to be Sourced – Requisitions that have been fully Approved and are

ready to be Budget Checked and Expedited to a Purchase Order.

3. EProcurement pages used to approve and expedite a requisition to a purchase

order.

EProcurement pages can be accessed from the Buyer WorkCenter or through navigation,

which is included in this documentation.




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Options to Review Requisition for Approval

The following options are available to review an eProcurement Requisition for Approval

1) Email

2) Worklist

3) Manage Requisition Approvals Page

4) Buyer WorkCenter Page (New Feature in 9.2)

Email

1. An email will route to your Inbox, when attention is required on a requisition.

2. Click the link in the email to access the Approval Page in SFS.

3. From the Requisition Approval Page select Approve or Deny. Go to the Approve

a Requisition or Deny a Requisition section of this document for further

instructions.




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Worklist

The Worklist will list all items requiring attention. The worklist can be viewed at any

time.

Navigator: Worklist > Worklist

1. Click the link on the requisition to review

2. The Requisition Approval Page will be displayed.

3. Go to the Approving a Requisition or Denying a Requisition section of this

document for the next steps.




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Manage Requisition Approvals Page

1. Follow the path to review a requisition from the Manage Requisition Approval

page.

Navigator: eProcurement > Manage Requisition Approvals

2. Enter Search criteria. Examples include Requisition ID or Business Unit.

3. Click

4. All the requisitions requiring attention will be listed.

5. Click requisition number. Per the above example requisition was

selected.




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6. The Approval page will appear.






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Buyer WorkCenter

The 4th way to review a requisition for approval is through the Buyer WorkCenter, which

was previously mentioned. Again, this can be accessed from the homepage or through

navigation (Navigator: Purchasing > Buyer WorkCenter)

1. The left pane of the Buyer WorkCenter will list everything requiring attention.

- Requisitions – Requisitions to be reviewed for approval

- Requisition to be Sourced – Requisitions that have been fully Approved and are

ready to be Budget Checked and Expedited to a Purchase Order.

2. Click the Requisitions link under Pending Approvals to display the requisitions

in pending approval status.




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3. Enter the Business Unit and Req ID and Click Search. Or just click Search.

4. The Requisition(s) requiring review will be displayed.






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Adding Alternate Approver on a Temporary Basis

If an approver knows they will be unavailable to approve requisitions, due to vacation or

other circumstances, they can insert an alternate approver to receive routed requisitions.

This is a good practice, because it prevents requisitions from being held up and prevents

the BU Administrator from having to reroute requisitions for approval.

These updates can be completed from the General Profile Information Page. The

navigation is Navigator > My System Profile.

Update the highlighted fields to insert an Alternate User. After the updates are

completed, click Save.

Make sure to notify the Alternate User that they are being added as an Alternate

User. Instruct them to verify Email User is checked on the Workflow Attributes

section of their General Profile Information page.




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Approving a Requisition

1. Clicking the requisition link from the Email, Worklist, Manage Requisition

Approval Page or Buyer WorkCenter will bring you to the Requisition Approval

page.

2. From this page, line item details can be viewed.




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3. Approvers can be viewed, by clicking the Carrot by Review/Edit Approvers.

4. Buyers are authorized to edit the requisition. Click if

changes are needed. Changes to quantity and/or dollars will reinitiate the

approval workflow.




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5. Click to approve the requisition. The below will appear.

The Buyer will be the last approver in the workflow.




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Denying a Requisition

1. Clicking the requisition link from the Email, Worklist, Manage Requisition

Approval Page, or Buyer WorkCenter will bring you to the Requisition Approval

page.

2. To Deny a requisition, click

3. The below message will appear




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4. Comments are required when denying a requisition. They should include the

reason for the denial and/or instructions on what needs to be completed for the

requisition to be approved.

5. The requisition will route back to the Requester.

6. Please note, “Deny” ends the requisition. The Requester will have to create a new

requisition with the appropriate adjustments and cancel the denied requisition.




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Budget Check Requisition

A requisition can be budget checked after each line of a requisition has been approved.

Please note, requisitions with split distribution funding, may be approved at different

times, due to different department approvers.

Requisition lines can be budget checked separately. However, the requisition cannot be

expedited to a purchase order until all lines of the requisition have been Approved and

Budget Checked.

Budget Check jobs have been set up to budget check fully approved requisitions 2X a day

(noon and 10:00 pm) If there is a need to budget check immediately, follow the below

instructions.

Budget Checking Approved Requisitions

1. Select the Manage Requisition link from the Buyer WorkCenter or follow the below

navigation.

Navigator: eProcurement > Manage Requisitions

2. From the Manage Requisitions Page select the Requisition Status of Approved and the

appropriate Business Unit and Dates.

3. Click




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4. Find the Requisition to Budget Check. Use the <Select Action> drop down menu

to the right, and select “Check Budget.”

5. Click Go.

6. The Approved requisition is now at a Valid Status. It can Expedited to a Purchase

Order.

.




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Manually Expedite Requisition to a Purchase Order

The steps below describe the business process of converting a Requisition to a Purchase

Order manually. The Expedite Requisition page can be accessed from the Buyer

WorkCenter or through navigation.

Navigator: eProcurement > Buyer Center > Expedite Requisitions

1. Enter the Business Unit and click to view all available requisitions

for sourcing.

2. Select the requisition lines to be sourced to a Purchase Order. If the requisition

has multiple lines, make sure to select all the lines on the requisition.

3. Verify the Supplier Name field is populated. The requisition cannot be sourced

without a Supplier.

4. Verify the Default Buyer ID field is populated. If an update is needed, please

make it at this time. This will be the Buyer ID on the Purchase Order.

5. Click on the Include All/Exclude All the lines you wish to expedite to a PO.

6. Click to build the PO as Approved.




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7. Click to submit the PV_PO_CREATE job.

8. Go to the bottom of the page, and Click to view the status of

the job

9. Click Refresh until the Run Status equals “Success”. Once the process has run to

“Success” and “Posted”. Click to Expedite other

requisitions as needed.

10. If no other requisitions need to be expedited to a purchase order, go to the next

step. Please note, you can select multiple requisitions at a time to expedite to a

purchase order. You don’t have to do them separately.

11. Verify the requisition has been Expedited to a Purchase Order by going to the

Sourcing Workbench. You can access the Sourcing Workbench from the

Procurement Processes link in the Buyer WorkCenter or through navigation.

Navigator: eProcurement > Buyer Center > Procurement Processes > Sourcing

Workbench




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12. Enter Search Criteria. Example criteria is Business Unit and/or Requisition ID.

13. Click . The *Stg Status should say Completed.

14. Completed POs are now available for Dispatch. The new Purchase Order ID is

listed to the right of the Requisition ID.

15. Click the blue hyperlink under Purchase Order, to view the PO from the Maintain

Purchase Order page.




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16. The PO will be at an Approved Status, but not budget checked. Go to the PO

Updates section of the document.




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PO Updates

The steps below describe the required updates from the Buyer once the Requisition is

sourced to a Purchase Order.

1. PO updates can also be made from the Maintain Purchase Order page, which is

accessed from the Sourcing Workbench or the Add/Update Express or Regular

page.

2. When a PO is created via the Expedite Page, the PO Reference field is

automatically populated with the Requisition ID. This can be updated with other

information, per your institution’s business requirements.




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3. The Req ID can still be accessed by clicking the Requisition hyperlink.

4. Use the magnifying glass to update Supplier, if needed.

5. Click the Header Details hyperlink to make header detail updates.




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6. In the Header Details link, use the magnifying glass to make the required updates,

and click . Below are items in the header detail page.

o PO Type (Need to change to BLK, RSP, GEN, etc.)

o Accounting Date

o Dispatch Method




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7. If needed, the Category can be changed once the Requisition has been sourced to

a Purchase Order.

Changing the Category may change the existing Account Code, if the selected

category code has an account in its profile that is different from the category

code entered on the requisition.

If the new Account makes the chart field string invalid, change the account code

back to what is was before the category code was changed. The PO will not save

with an invalid chart field string.

If the account code was not noted before updating the category, go back to the

Manage requisition page and view the requisition to get the account code.

Navigator: eProcurement > Manage Requisitions




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8. If Matching has been implemented at your site, flag the PO as “Amount

Only.” This will prevent unnecessary Match exceptions based on quantity. See

the below screen shots. Please note, flagging a PO as “Amount Only” will

recalculate the Merchandise Amount, using a quantity of 1. Make the purchase

price the total merchandise amount from the requisitions.

a. Click the Line Details icon to view the Details for Line page.




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9. Expand Attributes and check the box next to “Amount Only.”

10. Click .

11. A message will appear confirming you are OK with a PO quantity of 1, select

“Yes.”

12. Click




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13. Once all the PO updates are completed, budget check the PO, by clicking the

budget check icon .

14. The Budget Status will be Valid when the budget check process completes.

15. Click at the bottom of the page.

16. The PO is now ready for Dispatch to the Supplier for fulfillment.

17. Some institutions may have jobs set up to automatically run Budget Check and

Dispatch certain times during the day.

18. For more details on the PO Create process go to the PO-Purchasing section of the

SFS Documentation & Training website.

https://www.wisconsin.edu/sfs/documentation-training/





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PO Email Dispatch

Dispatching the PO using Email allows you to electronically send the dispatched PO

directly to the Supplier. This is used by institutions using the electronic signature

functionality.

If your campus is interested in PO Email Dispatch and/or electronic signatures, please

contact UW Problem Solvers.

It is recommended, once a valid email address is obtained for a Supplier, it should be

added to the Supplier file on the Supplier Address tab for future use. This will allow the

email address to be automatically populated in the PO Email Dispatch Options Page.

Please note, all Supplier updates should be forwarded and handled by your

Accounts Payable group.




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Below are the steps to electronically dispatch the PO from the Add/Update Express PO

Page.

Navigator: Purchasing > Purchase Orders > Add/Update Express POs

1. Once the PO has been Approved, Budget Checked, and Saved, use the Dispatch

Method drop down to select Email. Once you select “Email” Click the Dispatch

Button.

2. The below message will appear, if an email address is not populated on the

Supplier profile. Click .




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3. Update/Enter an email addresses, if required and click “OK.”

4. The Below Message will appear. Click “Yes” to electronically dispatch the PO to

the Supplier.




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5. The Purchase Order Page will be displayed. You are done.




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PO Email Dispatch with Attachments

The below screen shots provide instructions on adding attachments and comments with

email dispatched PO’s.

1. Click the quote to add comments and attachments

2. Add comments and attachments. Comments are required if adding an

attachment.

3. Check the “Email” and “Send to Supplier” box to send all comments and

attachments to the Supplier.




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4. Click to go back to the Main Purchase Order page. Click

5. Select Email from the drop down, and Click . The PO will be

emailed directly to the Supplier. A Buyer copy of the Purchase Order will be sent

to the Inbox of the Buyer listed on the Purchase Order.

6. Once the PO is dispatched, you are done.




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New Fiscal Year Instructions

It is recommended requisitions are created in the same fiscal year as the created purchase

order. If for some reason there was a need to create a requisition at the end of the fiscal

year for a purchase order in the new fiscal year, please follow the below instructions.

May 1st through June 30th, requisitions for the New Fiscal can be entered into the System.

These requisitions must be flagged as NEW YEAR requisitions. The screen shots

assume FY20 is the NEW YEAR.

1. When requisitions are received between May 1st and June 30th, notice the

Requisition Name to see if it is a New Year PO. See the below.

2. If a record is flagged as a New Year requisition, the created PO from the

requisition must be manually updated to reflect New Year Dates. The PO,

Accounting, and Budget Date on the created purchase order must be July 2nd or

later of the new accounting year.

3. For instructions on entering New Year Purchase Orders, go to the PO-Purchasing

section of the SFS Documentation & Training website.






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Revision Control

VERSION DATE NAME COMMENTS

1.0 6/22/2016 Aaron Dise Initial Release

1.1 12/19/2016 Aaron Dise UWSYS Updates

1.2 1/26/2017 Aaron Dise Budget Check Updates

1.3 2/15/2017 Aaron Dise PO Reference Field and Account Update

1.4 3/9/2017 Aaron Dise Additional option for reqs stuck in

processing

1.5 3/10/2017 Denise Mcdonald Added comment on Matching Exceptions

and PO Email dispatch options

1.6 4/17/2018 Denise Mcdonald 9.2 upgrade

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