introduction to eprocurement
DESCRIPTION
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. - PowerPoint PPT PresentationTRANSCRIPT
INTRODUCTION TOePROCUREMENT
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
productsStart 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 Demonstrationshttps://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 #• LabelsNOTES:______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
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 guidehttp://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 [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.e
du/fm/ps/ecommerce/eprocurement/suppliermatrix
• eLearnings– http://f2.washington.e
du/fm/ps/ecommerce/eprocurement/onlinetrain
• Quick Guides– http://f2.washington.e
du/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-classsurvey (you’ll get an email from us).