procure to pay (p2p) barbara moser - purchasing joanne webb - accounts payable welcome
TRANSCRIPT
Procure to Pay (P2P)
Barbara Moser - Purchasing
Joanne Webb - Accounts Payable
Welcome
P2P Business Process Workshop AgendaProcure to Pay
Introduction Key Terms and Processes TUmarketplace Discussion General Requirements and Policy Review Creating a Requisition for PO, Approval, Processing, and
Payment Summary
After This Workshop You Should:
Be familiar with the systems and processes required for purchasing
Know how to get invoices paid quickly and accurately
Understand your role in the P2P process
Procure to PayP2P
Business process covering
Requisitioning
Purchasing
Invoice Entry Receiving Payment
The mission of the Purchasing Department is to respond to the procurement needs of the University community efficiently and effectively by obtaining quality goods and services at
competitive prices and providing responsive and responsible service to all University departments.
Provide the Tools to Purchase Efficiently:• TUmarketplace – electronic ordering system• TUebid – electronic bidding system
Supplier Relationship Management (SRM)• Supplier qualification review and approval• Obtain quotations• Contract negotiation and management• Conduct bidding• Award bid
Purchasing Department
eProcurement An electronic ordering system - TUmarketplace
Showcase Catalog Vendor Electronic “static" catalog in TUmarketplacePunchout Catalog Vendor TUmarketplace linked to vendor’s websiteRequisition (PR) Initial request to make a purchase
Purchase Order (PO) Legal document authorizing use of university funds
Blanket Purchase Order (BPO) Used for recurring purchases – not encumbered
Change Order (CO) Original conditions of order have changedTPcard Temple issued credit card for small dollar transactionsVendor/Supplier Contribute goods or services in a supply chain
Contract Legally-enforceable promise made by one party to another
Terms and Conditions Set the rights and obligations of contracting parties
Encumbrance Anticipates a future expenditure and is recorded by a PO
Purchasing Key Terms -
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Purchasing Process
Requisition Req. routes to Purchasing
Select Supplier
Award BidSend Purchase Order
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Need to purchase good or service
Catalog Requisition vs Non-Catalog Requisition – can’t be mixed• Punchout Catalog – begins on vendor’s website• Hosted Catalog – begins in file catalog
Shopping Cart created and assigned a name – change to unique
Enter correct FOAPAL, accounting codes
Attach forms, if required
Place Order – enters workflow approval
Initial request to make a purchase
Requisition
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Workflow Approval Process
Enters Purchasing
Different Rules at Same Level require more than one approval at that level
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Legal document authorizing use of university funds
Purchase Order
$5,000 and greater
Authorized before goods or service ordered
Competitive Bid Required• May require a Sole Source Form if not bid
Transmitted to vendor electronically
Less than $5,000
Competitive Bid Not Required
Only non-catalog requisitions route to
purchasing for review and PO
Showcased & Punchout catalog orders do not route to purchasing for review or PO
$5,000 and greater
Competitive Bid Required
•May require a Sole Source Form if not bid
Both catalog and non-catalog requisitions route to purchasing
Purchase Order Required
Purchasing
General Requirements
http://www.temple.edu/controller/purchasing/policies_procedures.htm
TUmarketplace Access
TUportal Administrative System Access
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TUmarketplace “Landing Page”
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SHOWCASE Catalog
PUNCHOUT Catalog
TUmarketplace Catalogs
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TUmarketplace TPcard Enabled Vendors
$5,000
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Temple Pcard (TPcard)
~Purchasing Card~
Non-Allowable
• Travel• Food• Gifts and Gift Cards• Personal• Contributions, Donations,
or Sponsorships• Computers
Allowable
• UPS• Conference Registrations• Memberships to
Professional Organizations
• Books• Non-hazardous lab
supplies
Benefits
• Reduces: Number of PO and invoice processing
• Reduces: Use of personal funds for University business transactions & reimbursements
• Faster order placement, quicker delivery
• Quicker payment to vendor• Reduces paper
Please Refer to Purchasing Dept. Website for Complete List www.temple.edu/controller/purchasing/PurchCardProgPolicies-Proced.htm
Sample ListSample List
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Forms
Purchasing
Not processed in Purchasing
Police/Security Services Main OFM Work Order
Creative Services
Surplus Work Order
HSC OFM Work Order
Internal Photography
Diamond Dollars
Contract Approval
Automated Clearing House (ACH) Deposit
Authorization
Accounts Payable Online Invoice Payment
Vendor Quote
Development Communications
Might be processedIn Purchasing
Electronic workflow approval of legal documents
Will process through Purchasing if contract is greater than $5,000 and commits University funds
Complete
Contract
Approval
Request Form
After workflow approval,
the requisitio
n is routed to Purchasin
g – if commits
funds >$5,000
Purchasing
reviews for
proper documen
tation and
requisition routes
to Universit
y Counsel
University
Counsel reviews, obtains electron
ic signatur
e
When a Purchase Order
is required
the signed
contract routes
to Purchasi
ng to create a
PO
The requisiti
on is closed
and the contract
is exporte
d to Imaging
Contract Approval Form Process
Supporting documents are sent to vendor by your department
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Independent Contractor Forms
1) Independent Contractor Determination and Certification Independent Contractor should answer yes to all of the questions
2) Independent Contractor Service AgreementScope of WorkTotal Cost
3) W-9 – I.R.S. Tax Form
Under $5,000 – Agreement can be executed by department dean or vice president
Over $5,000 – Agreement must be attached to a purchasing requisition with all Independent Contractor forms for review and approval by Accounts Payable
Only One Source• Unique expertise or technology leadership
• Patent protection or copyrighted materials
• Original Equipment Manufacturer (OEM)
• No suitable competitor Preference for one vendor does not justify sole source This is the exception rather than the rule
https://prd-challenger.erp.temple.edu/employeeforms/Purchasing.htm
Sole Source Form
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T I M ERequisition
ApprovalGenerate PO
Labor
Order ReceivedPick/Pack
Material & LaborShip
DeliveryInvoice
Receive and Accept ProductPay Invoice
Labor
FY13 6,685 TUmarketplace POs under $50.00 672 Orders less than $10.00
FY14 4,160 TUmarketplace POs under $50.00
Small Dollar, Small Package, Big Truck
COST
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$aves Time $aves Money
• Conserves Resources• Promotes Environmental Sustainability• Reduces Waste• Reduces Delivery Truck Congestion
•“Free Shipping” - cost of shipping can be buried in cost of product
What You Can Do
• Preplan Your Purchases• Anticipate Needs
• Keep Stock of Items Frequently Used• Order Consumable Products Once a Week, or less, In a Larger Order
Order Consolidation – Making Cent$
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Upcoming Enhancements
March 30th TUmarketplace UpgradeNew features to be announced
Spring 2014 New TUmarketplace Vendors:
AMD/DVSS ~ Medical Supplies– Punchout National Gift Card (NGC) ~ Gift Cards - Punchout
Accounts Payable Overview Accounts Payable (AP) is the source of all vendor payment
information
Benefits of Electronic Invoicing:
• Automation of matching receipts to purchase orders
• Two Way Match
• Three Way Match
• Workflow - track and route documents through the approval process in TUmarketplace
AP– Accounts Payable ACH – Direct Deposit E-Invoicing – Electronic Data Interface T & E – Travel and Expense Reports FOAPAL – Fund, Org, Account, Program, Activity, Location NRA - Nonresident alien Receivers – Approval on invoice or entered in TUmarketplace W-9 – IRS Requirement JE – Journal Entry TPCard – Temple University’s Purchasing Card PO – Purchase Order Req. – Requisition Net 1,15, 30 – When the invoice is released for payment based off the invoice date
Accounts Payable Key Terms
Accounts Payable Online Invoice Payment FormShould not to be used if a Pcard is available
Direct Pay (Non-PO related invoices)
Regular Purchase Order Invoices (Committed PO Invoices)
Blanket Purchase Order Invoices (Not committed to budget)
Independent Contractors (PO and Non-PO)
Credit Invoices
Travel and Expense Reports (Concur Travel and Expense System)
Types of Payment RequestsUsing TUmarketplace
Accounts Payable Online Invoice Payment FormShould not to be used if a Pcard is available
How do I know whether I should call Accounts Payable or Purchasing with a question? Check status of purchase orders or payments on an invoice/check request by
using Self Service Banner or contact Accounts Payable at [email protected]
Need to make a change to a purchase order, contact Purchasing
Questions regarding PCard, contact Purchasing
Questions regarding contract specifics, contact Purchasing
How do I know if a person is an Independent Contractor or an Employee, contact Accounts Payable
Accounts Payable Frequently Asked Questions
Accounts Payable Online Invoice Payment FormShould not to be used if a Pcard is available
How do I know if a person is an Independent Contractor or an Employee?
Employee: Temple controls what work will be done and how it will be done.
Temple has the right to control and manage the details of how and when the work is performed.
Independent Contractor: Individual specializes in a field, ex: landscaper, consultant, etc.
Contractor decides how the work will be done, not Temple
Typically set their own hours and are paid on a free-lance basis, either a flat rate or per job rate
Accounts Payable Frequently Asked Questions con’t
Accounts Payable Online Invoice Payment FormShould not to be used if a Pcard is available
How do I enter a receipt in TUmarketplace? Quantity Receipt:
Quantity receipts are used for products regardless of how many items are purchased
Cost Receipt: Cost Receipts are used with orders that are for services such as Independent
Contractors, Maintenance Agreements, Software installation and any other service related orders
Here is the link which is located in the Unified Resource Center. Go to TUportal, right hand corner click on the help. Here is where you will find all the material to walk you through a lot of your questions.
https://tuportal3.temple.edu/apps/global/help/resources/TUM/Settlement_Manager_Instructions.pdf
Accounts Payable Frequently Asked Questions con’t
Need Help?
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