razorbuy university’s new procurement system review and approval of purchase requisitions
TRANSCRIPT
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RazorBuyUniversity’s new procurement system
Review and Approval of Purchase Requisitions
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Overview of RazorBuyNew Roles Approval process – RazorBuy and BASISGetting Started
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RazorBuy Home Page
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New Roles
Shopper – person(s) designated within your department to perform the shoppingduties – adding items to a cart.
Requester – person(s) designated within your department to create the Purchase Requisition (PR). This person may assign orchange accounting information; may add line items or change quantities of existing lines; may also be a shopper. This person must have a BASIS (Admin) id since he/she will be the initiator of the transaction.
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Combining Carts and Vendors
Requester may combine shopping carts (within the same department) when creating the purchase requisition
Multiple vendors are allowed on the same purchase requisition
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BA
SIS
Razo
rBuy
Log In
Create PO
DepartmentalReview
(Optional)
Send Via:cXMLEDI
EmailFax
Portal
LoginShop
(Shopper)
CreateReq.
(Requester)Approvals Create
POTransmit
PO
Create Requisition Target Chain
Approvals EncumberFunds
RazorBuy/BASIS Integration Scenario
Punch-outCatalogs
CustomForms
Non-CatalogItems
HostedCatalogs
CreatePurchase
ReqPO
CreateBASIS
AdditionalApprovals:
IT, Trademark & Licensing etc.
Approved
Outbound Sync: Vendors and Accounting Information
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TARGET Approval Process
In order to maintain good internal controls and oversight of departmental funds - the decision has been made to export all RazorBuy requisitions into BASIS to utilize the TARGET routing for approvals.
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New review criterion
A new TARGET review criterion is being developed to streamline REQT approvals.
Applies to REQT transactions only New review criterion will have an
additional tier for approvals that is designed to assist in streamlining
the approval of small dollar purchases.TARGET policy rules apply
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New levels for REQT
Greater than $10,000
Below $10,000 and above $1,000
$1,000 or less
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Immaterial Review
The immaterial review is broken into two groups – transactions $1,000 or less and those above $1,000 and less than $10,000.
An opportunity to assign different reviewers to each of these groups or leave them the same.
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RazorBuy offers a Departmental Review
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Departmental Review (optional)
Workflow (review) will be based upon the Company/BU of each of the cost centers.
User based reviewNo central administrative approval
necessaryPlease keep in mind that if a person is
designated as a reviewer in RazorBuy and TARGET – that person will have to review/approve in both applications.
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Advantages of Departmental Review
Allows users to make revisions to the purchase requisition.
Provides more flexibility for setting up substitutes (i.e. proxy).
Permits the lower level review to be performed within RazorBuy.
Allows users to review and approve purchase requisitions via email
(the user will enter his/her PIN for identification and security).
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Example of Workflow
The PR Validation to BASIS is the integration point to export the RazorBuy requisition to BASIS for TARGET approval
Departmental Approval – optional workflow within RazorBuy
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Information Needed
New review groups for REQT (BASIS TARGET)Financial Affairs in consultation with each college/unit
will build the new review groups Departments will be encouraged to Simplify the new review as much as possible Utilize the various levels (3 tiers)
Departmental review (RazorBuy) Consider your optionsConsider performing lower level
reviews hereReview is user based
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Suggestions for managing this information
How to manage RazorBuy users – shoppers, requesters, and departmental reviewers◦Departmental Liaison
How to communicate changes, such as terminations, changing positions◦BASIS notification
How to request new users
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Need your assistance!
Shoppers - identify employees/affiliates for this role
Requesters – all UPS users who have logged in recently? Other criteria? Must have a BASIS id
Departmental Review – do you want to use?New REQT review chains – identify the reviewers and levels
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Thank You!