INTRODUCTION TO ePROCUREMENT
eProcurement Class Agenda
• Introductions • Benefits of eProcurement • Orientation to eProcurement • Terms you’ll hear • Place an order using hosted
and punchout catalogs • Order status definitions • Searching (basic and
advanced) • eProcurement reports
Introductions
• Name
• Department
• Primary products you’ll purchase, or currently purchase
• Level of familiarity with eProcurement
eProcurement Benefits
• Pre-negotiated Contracts
– Volume and Non-volume pricing discounts
– Frequently no delivery charge
– Dedicated support staff
– Better return policies
• Quotes (scientific, technology & furniture)
• Helps with reconciliation & records retention
• Links to online invoices from MyFD
Orientation to eProcurement
My Documents: Show the status of an
order
To Do: Appears if you are a watcher or approver
(defined later)
Search Area for orders,
not products
Start placing an order & search for suppliers
eProcurement Access
• Any staff UW NetID can place an order – Pre-Approved Preparer – Approver – Watcher
• Must contact Administrator if you need one of the roles above
• LEARN MORE: http://f2.washington.edu/fm/ps/ecommerce
/eprocurement//roles
Terms You’ll Hear & Use
• Requistion: Internal number given to an in-process order. Not seen by suppliers.
• Purchase Order: External number given to suppliers to confirm placement of order. How suppliers track an order.
• Punchout Catalog: Users are directed to a supplier website to search for and order products.
• Hosted Catalog: Catalog items stored within Ariba. Searching for, and ordering, products is performed within eProcurement module.
eProcurement Demonstrations https://ar.admin.washington.edu/AribaBuyer/uw/login.asp
Purpose Vendor Notes
Demo #1 Simple Punchout Catalog Order
Office Depot ________________________________________________________________________________________________________________
Demo #2 •Hosted Catalog •Changing budget # •Changing address •Split accounting •Changing quantities
Haakenson ________________________________________________________________________________________________________________
Demo #3 •Machine & Equipment (M&E) •Adding labels •Adding Project Cost Accounting (PCA)
VWR International
________________________________________________________________________________________________________________
Order Status Definitions & Process
Order Status Composing Submitted Ordered
This means that the order………..
•has not been submitted, or “released” to the supplier. •has a requisition ID for internal purposes
•has not yet been approved by ASTRA authorized approver •has a requisition ID for internal purposes
•has been submitted to the supplier and has either an “EI” or “EP” PO number (found on the order summary) •will have both a requisition ID and a Purchase Order #
Searching for Orders
• Order #
• Requisition #
• Labels
NOTES: ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
Advanced Search
• Search by NetID
– Supplier
– Period of time
NOTES: ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
eProcurement Reports
• Hugely helpful reports!
– Invoicing
– Prior orders by commodity
NOTES: ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
Who to Contact and When?
Supplier See supplier attribute guide http://f2.washington.edu/fm/ps/ecommerce/eprocurement/suppliermatrix IMPORTANT: You’ll need to provide them with the Purchase Order # (eg: begins with ‘EI’ or ‘EP’)
Procurement Customer Support [email protected] or 206-685-3558
Shipment is delayed System problem
Product identification Help using Ariba* (editing orders, reconciling, applying labels, retrieving quotes, etc) *does not include eTravel
Product returns Advanced reporting
Customized quotes Delayed invoicing
Mighty Helpful Resources
• Supplier Attribute Guide – http://f2.washington.edu
/fm/ps/ecommerce/eprocurement/suppliermatrix
• eLearnings – http://f2.washington.edu
/fm/ps/ecommerce/eprocurement/onlinetrain
• Quick Guides – http://f2.washington.edu
/fm/ps/ecommerce/eprocurement/documentation
Super Dooper Important Homework!
• Set up user profile
– http://f2.washington.edu/fm/ps/ecommerce/eprocurement/documentation
• Fill out our post-class survey (you’ll get an email from us).