Purchasing Goods and Services using UTShare

www.utsa.edu/purchasing

2

Agenda

Create a Requisition *

7

UTShare Purchasing Terminology2

3 PointPlus becomes eProcurement

4 Interim Approval Process

5

Course Objectives1

Front Desk Manual

6

Summary & Resources7

Revised - 02/19/14

Business Process Impact (BPI)

3

An icon to highlight a change to current business process

Look for these icons on slides throughout the course

Interim Processes (IP)

An icon to indicate an interim process

during Go-Live

Revised - 02/19/14

Course Objectives

COURSE OBJECTIVESPROCUREMENT USING UTShare Identify and apply new UTShare Purchasing Process

and Terminology. Describe and differentiate ePROCUREMENT and

POINTPLUS. Discuss and demonstrate the interim Requisition

Approval process Review and evaluate contents of Front Office

manual.REQUISTION IN UTShare Demonstrate and build a UTShare Requisition using

UPK’s – Instructor Lead.

5Revised - 02/19/14

UTShare Procurement Terms

UTShare Purchasing Terms

Module – a component within PeopleSoft, to be combined with other modules.

eProcurement (ePro) Module – a module within PeopleSoft to generate requisitions, punch-out catalog orders, and receive goods/services.

Desktop Receiving – a process of the eProcurement Module that allows end users to receive goods/services for orders.

7Revised - 02/19/14

UTShare Purchasing Terms (Cont’) Purchasing Module – a module within PeopleSoft

that allows Purchasing more purchase order options when process high dollar requisitions.

This module will also be used to create Change Order Requests by Purchasing.

Receiving – a process of the Purchasing Module that allows Central Receiving to receive goods/services for orders.

Return to Vendors - a process of the Purchasing Module that allows Central Receiving to return goods.

8Revised - 02/19/14

UTShare Purchasing Terms (Cont’)

SpeedCharts – Shortcut key that populates data into the financial accounting lines for most financial transactions (such as vouchers and requisitions) within 48 hours. SpeedCharts greatly increase data efficiency by

reducing the number of keystrokes required to enter frequently used ChartField combinations.

Workflow – an electronic process that routes a requisition through financial approvals before a requisition can be sourced to a purchase order.

9Revised - 02/19/14

• Approval Workflow will not be available March 2014, an Interim Process will be used.

10

ICONUTShare Purchasing Terms (Cont’)

Revised - 02/19/14

Process – A term used to describe a series of actions directed to some end.

Budget Check – an electronic process that checks funds availability. When a requisition is Budget Check, a

pre-encumbrance is created. When a Purchase Order is Budget Check,

the pre-encumbrance is reversed and an the encumbrance is generated.

11

UTShare Purchasing Terms (Cont’)

Revised - 02/19/14

12

Source Requisition to Purchase Order – an electronic process that converts an approved requisition to a purchase order.

Dispatch – an electronic process that releases an approved Purchase Order.

UTShare Purchasing Terms (Cont’)

Revised - 02/19/14

PointPlus becomes eProcurement

* High level overview

eProcurementPointPlus

Purchase Order = 2013C__ or 2013A__

Vendor ID - PointPlus = 2jxn598 025 (2jxn598 is Vendor EID, 025 mail code)

Bid Invitation Number = 3130___

Document Type = PB0 or PB4

14

ePro

ePro = UTSA1-0000000001 UTSA1 is what differentiates UTSA from other

components 0000000001 is a ten digit PO number

Vendor ID - ePro = 0000000001 (ten digit identification number)

ePro has no bid number.

ePro does not differentiate between small or large dollar requisitions.

PointPlus to

Revised - 02/19/14

15

PointPlus – Purchase Order Summary

Revised - 02/19/14

UTShare- Review and Submit

16Revised - 02/19/14

PointPlus – Basic Information

17Revised - 02/19/14

UTShare - Define Requisition

18Revised - 02/19/14

PointPlus – Item Detail

19Revised - 02/19/14

UTShare – Add Items and Services

20Revised - 02/19/14

PointPlus – Commodity Code Search

21Revised - 02/19/14

UTShare – Category (Commodity) Code Search

22Revised - 02/19/14

NIGP becomes UNSPSC• NIGP (National Institute of Government

Purchasing) coding is a method to categorize goods and services. NIGP is primarily used in Public Procurement agencies.

Codes were 5 digits:

• 3 Digit Class Number (Grouped by Function)

• 2 Digit Item Number (Product or Service)

23Revised - 02/19/14

• UNSPSC (United Nations Standard Products and Services Code) coding will be used in UTShare. This coding system is a global standard for categorizing goods and services. Codes are now 8 digits:

• 2 Digit Segment (Aggregation of Families)

• 2 Digit Family (Familial Grouping)

• 2 Digit Class (Grouped by Function)

• 2 Digit Commodity (Product or Service)

UNSPSC Website: http://www.unspsc.org/24

NIGP becomes UNSPSC (con’t)

Revised - 02/19/14

PointPlus – Vendor Search

25Revised - 02/19/14

UTShare- Vendor Search

26Revised - 02/19/14

PointPlus – Vendor Details

27Revised - 02/19/14

UTShare –Review and Submit

28Revised - 02/19/14

PointPlus - Accounts

29Revised - 02/19/14

UTShare - Accounts

30Revised - 02/19/14

PointPlus – Print Purchase Order

31Revised - 02/19/14

PointPlus – Purchase Order Example

32Revised - 02/19/14

UTShare - Print Purchase Orders

33Revised - 02/19/14

Purchase Order Example

34Revised - 02/19/14

PointPlus - Receiving

35Revised - 02/19/14

UTShare- Receiving Reports

36Revised - 02/19/14

Mini Quiz• Tell me what a Module is?

– Name two modules

• T or F, UTShare requires end users to create two different types of requisitions for </=$5000 and >$5000.

• Vendors in UTShare will be categorized by:– A. UT EID

– B. Ten Digit Vendor ID

• What is a SpeedChart? 37

Revised - 02/19/14

Interim Requisition Approval Process

Interim Process for Requisition Approval

• Departments will need to obtain signature approval to purchase a good or service before generating a requisition.

– End users will be responsible for processing a PeopleSoft requisition for all orders under or equal to $5,000.

– Requisitioners will also be responsible for obtaining and documenting signature approvals within a Department Purchasing file using:

1. Requisition Approval Log (manual process)

2. UTShare Requisition Approval Form (electronic process)

39Revised - 02/19/14

Interim Process for Requisition Approval

• Requisition Transactional Log

– End users can use a manual process to obtain requisition signature authority. Just like Pro-Card, users can reconcile small dollar purchase orders on a daily, weekly, or monthly basis.

– Approvals must be recorded using the “Requisition Transactional Log” which can be found on the Purchasing Website at: www.utsa.edu/purchasing

40Revised - 02/19/14

Interim Process for Requisition Approval

• UTShare Requisition Approval form

– End users can use an electronic approval form to obtain requisition signature authority. UTShare Requisition form can be found at: www.utsa.edu/utshare

– UTShare approval form will route automatically and must be used when placing orders for:

• Lasers or X-Ray equipment

• Fleet related purchases

• Heavy Construction

• Laboratory Animal and related purchases

• Funding using Grants

• Foreign Vendor purchases

41Revised - 02/19/14

Reviewing Front Office Manual Documents

Front Office Manual• Print out’s of:

– UPK’s• Creating a Requisition• Printing an approved purchase order• Desktop Receiving

– “How To” Handouts• Create a requisition• Searching for a category code• Splitting Chart of Accounts on a requisition• Setting requisition line defaults• Adding line item comments and attaching document

43Revised - 02/19/14

Front Office Manual• Print out’s cont.

– Outline of the Interim Requisition Approval process– Outline of Purchase Order Correction process– Outline of the Return (items) to Vendor process– Flowcharts of PeopleSoft Purchasing Processes

• Procure Goods & Services Under $5,000• Procure Goods & Services Over $5,000• Requisition Workflow• Sourcing for Under or Equal to $5,000 Requisitions• Sourcing for Over $5,000 Requisitions

44Revised - 02/19/14

Creating a UTShare Requisition

Instructor Lean using UPK’s

* Note: Hands on Activity in a computer lab environment

Questionnaire

46

1. Name a new feature in eProcurement that is NOT available in PointPlus?

2. Is requisition creation easier or harder?

3. What feature(s) do you feel add value to your job?

4. What part(s) do you feel may present a challenge for you?

5. If you could change one thing about this training, what would you recommend?

Revised - 02/19/14

47

In this course we covered:

1. New key concepts and how they are applied to the new UTShare purchasing processes

2. Discussed differences between the current system and UTShare

3. Reviewed the technical aspects of purchasing in UTShare

4. Reviewed the steps to create a UTShare requisition

Summary

Revised - 02/19/14

Resources and Contacts

PeopleSoft Support and Sustainment CenterContact Us – Reaching the PSSC

Your Single Point of Contact (SPOC) The PSSC is ready for your PeopleSoft questions! 3 ways to contact us:1) Telephone: 210-458-SPOC (458-7762)

2) Go to UTShare Website: www.utsa.edu/UTShare, link to the SPOC icon for the PeopleSoft ticketing system

3) Email the PSSC: spoc@utsa.eduQuestions raised now through post-go live helps PSSC establish a comprehensive knowledge base and appropriate Service Levels!

49Revised - 02/19/14

Training Resources

• PeopleSoft Sustainment Center– UPK’s – ePro/Purchasing – Business Process Guides– Face-to-Face Classes

• Purchasing Office– “How To” videos– Online reference material

50Revised - 02/19/14

Contacts• Purchasing Office

– Call: 458-4060– Email: purchasing@utsa.edu – Purpose: answer questions related to requisition

business processes

• Central Receiving – Call: 458-4127 (Main Campus) 458-2780 (DT or ITC Campus)– Email: crw@utsa.edu – Purpose: answer questions related to receiving

business processes

51Revised - 02/19/14

52

Questions

Revised - 02/19/14

Thank You!