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 eprocure@uw.edu 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).