Operations Information Exchange
March 26, 2014
Banner Accounts Payable and Purchasing
Jen Pastorek and Patty Peterson
Accounts Payable Staff
Dorene Spotts
Fiscal Manager
Payroll and Accounts Payable
Megan Lindsey – AP, Travel Kelly Donovan – Pcards,
Reimbursements
Department audits
Estella Parra (> 25 years)
Diana Bressler (> 20 years)
Ellen Yaffe (> 10 years)
Jackie Jones, ‘14 Social Work
Emily Kurfis, ‘15 Social Work
Amanda Dearmond, ‘15 Biology
Maggie May, ‘16 History,
Education
Marissa Gibbons, ‘16 Business
Rebecca Soisson, ’16
Bioengineering
Students:
Kristin Dohner, ’16 Rec Therapy
How much do we spend?
PaymentNet and Banner T&E
Accounts Payable - Annual $546 Million
$36
Employee Benefits and Taxes
$195
Capital and Equipment
$149
Hospital Inventory and
Expenses
All other university
$92
$74
Approximately 82,000 invoices and 104,000 Pcard
transactions per year
Dept spend and employee
reimbursement
~ 1,700 cardholders
> 1,500 employees
What is changing and when?
AP direct pay invoices will be processed in Banner instead
of Lawson beginning mid-April
Requisitions and PO’s (except for Hospital) will be done on
the Banner system starting May 1st after training is
completed
All Hospital direct pays, PO’s and inventory will remain in
the Lawson system
Benefits of the new system
Electronic imaging of all invoices – all users will be able to
drill-down from Banner self service expense query to get
the invoice image
Simplification of our electronic payments via ACH or wire
transfer to vendors
Real-time posting of invoices to our financial systems
Paper-free invoice processing – save some trees and the
hassle of piles of paper and filing cabinets
Access account activity through
finance self-service – any
internet connection
Drill into a document to see
more detail
Select View Document
for the scanned image
Invoices, emails,
backup, notes can be
scanned and attached
Electronic Requisitions
• Uses Banner Self Service
• Simple and intuitive
• 1 screen of entry
• Ability to now upload
attachments (ie. Quotes,
statements of work, any vendor
information helpful for the order).
• Easy visibility as to where
the requisition is in the
process
Requisition Statistics
• All indexes, other than hospital, will account for
approximately 2000 Purchase Orders annually
Break Down by campus
Count of UserID
• Requester/Approver
Information
Campus
NA
Approver
Approver
HSC
Approver
Both
Requestor
164
22
31
Main
Approver
Both
Requestor
Approver
148
33
34
3
Remote
Grand Total
Total
29
464
Training Plan
•
•
•
•
•
•
Week of 3/31 – Purchasing staff
Week of 4/7 – Receiving staff
Week of 4/14 – Requestors/Approvers
Week of 4/21 – Approvers only
Week of 4/28 – Breathe!
GO LIVE – Thursday, 5/1/2014
Session Dates/Times
Monday
Tuesday
31
1
Thursday
2
Friday
3
4
10
11
15
16
17
REQUESTOR/APPROVER TRAINING
COB0208
UC1600
COB0208
22
23
24
APPROVER ONLY TRAINING
18
9:00 am - 11:00 am
1:00 pm - 3:00 pm
PURCHASING TRAINING
7
9:00 am - 11:00 am
1:00 pm - 3:00 pm
8
9
PURCHASING & RECEIVING TRAINING
14
9:00 am - 11:00 am
1:00 pm - 3:00 pm
Wednesday
UC1600
21
10:00 am - 12:00 pm
2:00 pm - 4:00 pm
CC1300
CC1300
28
No Training
CC1300
CC1300
29
No Training
25
CC1300
CC1300
30
1
No Training
Go Live
2
Look for sign up information by
week’s end
QUESTIONS ?