Session Materials - University of North Carolina

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Banner Finance/SciQuest
Change Order Integration
Derrick Graham
SciQuest
Session Etiquette
• Please turn off all cell phones.
• Please keep side conversations to a minimum.
• If you must leave during the presentation, please do so
as quietly as possible.
2
Agenda
• Welcome and Introductions
• Change Order Process
• Requirements for Change Order Integration
• Integration Details
• Demonstration
• Frequently Asked Questions
• Additional Q&A
3
Introductions
• Derrick Graham
– Product Owner, SciQuest
4
Change Order Process
• A change order in SciQuest is referred to as a revision
• A user selects to create a revision on a PO and makes the
necessary changes
• The revision causes the PO to flow back through WF
• A message is sent to Banner to create the Change Order
• History tab of the PO will reflect a change order was made
• The user is only required to change the PO in 1 system
5
Change Order Process
• PO Revision
Initiated by
user
SciQuest
IFEP
• Automatic
creation of
Banner Change
Order
• Change Order
validated and
posted
SciQuest
• Revised PO
sent to supplier
Banner
6
Requirements for Change Order Integration
• Banner Finance Release 8.8
• Requires Banner Integration for eProcurement
middleware (IFEP) Release 8.2
• Revisions in SciQuest must go through PO Workflow
• Existing PO Create Integration is used
7
•PO must be
open, not
canceled
•Must be posted
•Completed and
approved Change
Order is posted
to ledgers
•Posting process
publishes a
status update
message
Dispatch to Supplier
•Authorized user
performs
“Finalize
Revision”
•Finance API’s
validate that the
PO is eligible to
be changed
Finance Posting
•The PO must be
totally approved
in the SciQuest
PO Workflow
•Middleware
determines that
the PO Revision
is a change to an
existing PO
Finance Validations
•User needs
specific
permissions
IFEP Middleware
PO Revision
Integration Details
•SciQuest updates
status to
“posted” and
dispatches the
revised PO
•PO now eligible
for further
revision
•Items to be
changed must be
open
•Encumbrance
fiscal year must
match PO
Revision
transaction date
8
Demonstration
Live Demonstration
of the
Change Order Integration within SciQuest
9
Before Implementing – Determine Your Business
Process
• PO Changes do NOT flow through requisition workflow
• Will need to determine who in the organization can make
PO changes in SciQuest
• Are any additional PO workflow steps required for
change orders?
• Should specific PO workflow steps by bypassed for
change orders?
10
Change Order Process – Best Practices
• Have a select group of users (buyers) that can perform
change orders
• Shoppers/Requestors will fill out a change order form in
SciQuest that will detail what changes need to be made to
certain PO’s.
• That form will be routed to the individuals designated to
perform change orders.
• The change order will be done in SciQuest and subsequently
in Banner.
• The requisition with the change order request will be
approved and completed. (No PO gets created)
11
Frequently Asked Questions
•
What SciQuest version must I be on?
–
•
What Banner Versions must we be on?
–
•
Yes, additional workflow steps can be created. Contact SciQuest for further information.
Are cancellations supported in the integration?
–
•
No, the change order flows through PO workflow.
Can additional workflow steps be created for change orders?
–
•
Depends, upon completing the revision you can specify if it should get resent to the vendor or not.
Can the change order go through requisition workflow?
–
•
You may change quantities, prices, and FOAPAL elements.
Does the change order get sent to the vendor?
–
•
Banner Finance 8.8 & IFEP 8.2 released November 30th 2012
What can be changed on the PO?
–
•
12.3 released in November 4th 2012
Currently the cancellation of the entire PO is not supported. However, you can cancel specific PO items by updating
the unit price of the PO items to 0 within SciQuest. When the change order is created in Banner, the individual item
will be removed from the Banner PO.
Are any other SciQuest customers using this?
–
Yes, several customers are using this in production today. Reach out to your client partner for further details.
12
Final Q&A
Additional Q&A
13
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