Purchasing Goods and
Services using UTShare
www.utsa.edu/purchasing
Agenda
1
Course Objectives
2
UTShare Purchasing Terminology
3
PointPlus becomes eProcurement
4
Interim Approval Process
5
Front Desk Manual
6
Create a Requisition *
7
Summary & Resources
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Business Process
Impact (BPI)
Interim
Processes (IP)
An icon to highlight a
change to current
business process
An icon to indicate an interim
process
during Go-Live
Look for these icons on slides
throughout the course
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Course Objectives
COURSE OBJECTIVES
PROCUREMENT 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.
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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, punchout catalog orders, and receive goods/services.
 Desktop Receiving – a process of the
eProcurement Module that allows end users
to receive goods/services for orders.
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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.
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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.
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UTShare Purchasing
ICON Terms (Cont’)
• Approval Workflow will not be available March
2014, an Interim Process will be used.
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UTShare Purchasing Terms (Cont’)
 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 preencumbrance is created.
 When a Purchase Order is Budget Check, the
pre-encumbrance is reversed and an the
encumbrance is generated.
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UTShare Purchasing Terms (Cont’)
 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.
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PointPlus becomes
eProcurement
* High level overview
PointPlus
to
eProcurement
PointPlus
Purchase Order = 2013C__ or
2013A__
ePro
ePro = UTSA1-0000000001


Vendor ID - PointPlus = 2jxn598
025 (2jxn598 is Vendor EID, 025
mail code)
UTSA1 is what differentiates UTSA from other
components
0000000001 is a ten digit PO number
Vendor ID - ePro = 0000000001 (ten digit
identification number)
Bid Invitation Number = 3130___
ePro has no bid number.
Document Type = PB0 or PB4
ePro does not differentiate between small or
large dollar requisitions.
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PointPlus – Purchase Order
Summary
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UTShare- Review and Submit
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PointPlus – Basic Information
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UTShare - Define Requisition
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PointPlus – Item Detail
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UTShare – Add Items and Services
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PointPlus – Commodity Code Search
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UTShare – Category (Commodity) Code
Search
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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)
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NIGP becomes UNSPSC (con’t)
• 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/
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PointPlus – Vendor Search
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UTShare- Vendor Search
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PointPlus – Vendor Details
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UTShare –Review and Submit
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PointPlus - Accounts
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UTShare - Accounts
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PointPlus – Print Purchase Order
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PointPlus – Purchase Order Example
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UTShare - Print Purchase Orders
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Purchase Order Example
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PointPlus - Receiving
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UTShare- Receiving Reports
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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?
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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)
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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
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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
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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
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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
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Creating a UTShare
Requisition
Instructor Lean using UPK’s
* Note: Hands on Activity in a computer lab
environment
Questionnaire
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?
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Summary
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
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Resources and Contacts
PeopleSoft Support and Sustainment Center
Contact 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.edu
Questions raised now through post-go live helps PSSC establish a
comprehensive knowledge base and appropriate Service Levels!
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Training Resources
• PeopleSoft Sustainment Center
– UPK’s – ePro/Purchasing
– Business Process Guides
– Face-to-Face Classes
• Purchasing Office
– “How To” videos
– Online reference material
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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
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Questions
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Thank You!