procurement services ku procure to pay system kupps lecture training summer 2013

Procurement ServicesKU Procure to Pay System

KUPPS Lecture TrainingSummer 2013

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

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Shopper Requestor Approver

PunchoutNonCatalog Add Cart

DetailsCheck

RequestRequisition Invoice

Goods Services Approval Tab Email KUPPS WebNow

Experience with KUPPS Have you used KUPPS in the past?

Supplier Catalogs (aka Punch-Outs)? Check Requests?

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

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http://www.procurement.ku.edu/kupps-quick-reference-guides

http://www.procurement.ku.edu/kupps-quick-reference-guides

KUPPS Roles

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Role Actions / Responsibilities

Shopper

• Determine need• Add items to cart from Punchout / Hosted Catalogs and Non-catalog Forms• Assign carts to Requestors

Requestor

• All permissions as a shopper• Receive assigned carts and add remaining requisition information (accounting

information, ship to, internal notes etc.)• Submit carts into workflow (creates requisitions) OR assign carts

Self Approving Requestor

• All permissions as a requestor• Requisitions below their self approval authority, no additional approvals• Must ensure purchase is reasonable, allowable, allocable

Approver

• All permissions as a shopper• Receive requisitions in KUPPS approval queues (Cannot approve own

requisitions)• Determines if purchases are reasonable, allowable, and allocable• Confirms and/or adds remaining accounting information• Approves, rejects or returns KUPPS Requisitions via email or within the system• Approves Invoices via ImageNow or KUPPS Catalog Orders >$5K

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)

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ShopperDept / Project Approval(s)Requestor

Central / KUCR

PreAudit

KURES Purchasing

Central Purchasing

PO

PR Validation PR Validation

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

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KUPPS Frequently Used Features

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DetailsCheck



Many search

options

Punch-Out / Supplier Catalog Shopping

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DetailsCheck



Non-Catalog ShoppingNon-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

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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.

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KUPPS Roles: Shopper Assign

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KUPPS Roles: Shopper Assigns after Adding Details

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DetailsCheck



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

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Accounting Code Chartfields - Requestors This screen is where

Ship To and

Accounting Codes and Chartfield informationare incorporated into the Requisition.

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KUPPS Roles: Requestors Assign or Submit

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DetailsCheck



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DetailsCheck



Requisition Approvals

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.

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Approvers are assigned to Approp Level Cost Centers

for “Department-based workflow.”

Approvers are assigned to Projects for “Project-based

workflow” as Delegates.

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DetailsCheck



KUPPS Roles: Approvals Tab

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KUPPS Requisition Approvals

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KUPPS Requisition Approvals

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DetailsCheck



KUPPS Email Approvals of Requisitions

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E-mail approval for KUPPS requisitions, including through Smart Phones

E-mail contains information needed to make a review and to take action

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DetailsCheck



KUPPS Roles: Invoice Approvals

KUPPS Invoice Approval WebNow Invoice Approval

Punch-Out Catalog Vendors sendE-invoices back to FSKU

Invoices less than $5000Auto-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 $500Auto-pay if matched or within 10% / $100 tolerance, whichever is lower

Goods Invoices greater than $500All 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

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• Approvers are assigned to Approp Level Cost Centers for “Department-based workflow.” • Approvers are assigned to Projects for “Project-based workflow” as Delegates.

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KUPPS Roles: Approvals Tab

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DetailsCheck



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

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WebNow Invoice Approvals

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Direct Log-in URL:https://kuwebnow.ku.edu/

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

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DEMIS Report – UpdateA new PO Activity report has been created in DEMIS.

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PO Sample: Paid in full

PO Sample: Partial Payments

New Report!

Same Link!

DEMIS Report – Quick Reference Guide

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DEMIS Report – Quick Reference Guide

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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

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http://procurement.ku.edu/vendor-information



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.

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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)

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procurement services ku procure to pay system kupps lecture training summer 2013

Documents

kupps requisitions

kupps login

kupps roles

kupps catalog orders

kupps approval queues

requestor requisitions

purchase type catalog

purchase services