Agenda
• Welcome – Introductions & Class Expectations
• PeopleSoft - eProcurement Overview
• Intro to the online tool
• Demo how to create a Requisition - Small Cost
Demo - Online inquiries & running queries
Break
Demo how to create a Purchase Order & a Receipt
Demo Questions & Answers
Introduction to UPK
Create a Req for a SW Contract
Individual Work on UPK - Create a Req for RFB
Asset
• Accounts Payable/Asset Management Integration
• Next Steps in Training
• Questions & Answers
•
•
•
•
•
•
•
Introductions
Melani
Joni
Tony
Expectations for Today’s Class
• Introduction to PeopleSoft eProcurement
• Overview of PeopleSoft eProcurement
• Process Flow
• Demonstrate how eProcurement works
• Examples
• Introduction to UPK
• Hands-on Testing
• Instructions on how to use at your desk
• Expectations
• You will not leave this class as an expert of the system
• You will leave with a knowledge of how the process works
• You will leave with a good knowledge of how to use the
UPK tool to increase your knowledge of the system
• We have 3 hours scheduled – Please hold questions to the end
Why did the County choose PeopleSoft?
• Replace systems that are out of date or failing; take advantage of current technology
• Implement one integrated system to replace multiple stand-alone and “shadow”
systems
• Ensure access to real-time reporting to support decision making
• Look at doing business a new way: be more efficient, use data better, be more
accountable
• Allows the County to implement an “off the shelf” solution with little customization
36
Glossary - New Terms
(Link to the PeopleSoft Glossary)
Voucher
Query
Dispatching
Category
Program
Matching –
2 Way
Suppliers
Matching –
3 Way
Sourcing
Glossary Old AMS Term
Match
New Terms
Link to the PeopleSoft Glossary)
New PeopleSoft Term
2-way - Purchase Order to the Voucher (Services,
Blanket, amount only)
Match
3-way - Purchase Order, Invoice/Voucher and Receipt
(Goods)
Object
Agency/Dept
Vendor
Master Agreement
Account
Department
Bidder or a Supplier
Contract
PO
Contract or PO
Agency
GAX
Commodity Code
Activity
Money is available in the Budget. Not
Encumbered
DO (Delivery Order)
Requisition Clerk
Department
Direct Pay Voucher
Item Category
Program
Smart Numbers
System Generated Numbers - Robust Queries
Invoice
Voucher
Provisionally Valid
Purchase Order
Requester
Process Review – Small Cost Reqs
Requester
/ Agency
Approver
1. Enters Req info into
PS. (Req Name = "SM ", Supplier, Category,
Description, Accounting
Info, Line Detail Info,
Shipping info etc)
3. Source the Req
4. Dispatches PO
to a PO (budget
to Supplier
check the req)
6. Receives
product in PS
2. Approves Req
Buyer
Bidders /
Suppliers
Contracts
5. Receives
emailed PO
Process Review –Contract Purchase
Requester /
Agency
Approver
1. Enters Req info into
PS. (Req Name = "SW - ",
Supplier, Category,
Description, Accounting
Info, Line Detail Info,
Shipping info etc)
3. Source the Req
4. Dispatches PO
to a PO (budget
to Supplier
check the req)
6. Receives
product in PS
2. Approves Req
Buyer
Bidders /
Suppliers
Contracts
5. Receives
emailed PO
Process Review – RFP – “BID”
3. Provides RFP
1. Enters Req info
document &
into PS. Sets
Requester /
Notification Letter
Supplier to "BID"
to C&P buyer and
Agency
and provides draft
agency attorney if
RFP/Specs to C&P
necessary
5. Reviews RFP
Packet and obtains
Department
Director approval
9. Reviews /
Evaluates
Proposals
Selection
Committee
Agency
Approver
Buyer
10a.
Interviews
and Scores
Finalists
2. Approves Req
4. Receives &
Prepares RFP
Packet
Bidders /
Suppliers
6. Posts RFP
and Issue
Notification
8. Prepares
11. Prepares
Committee
10. Facilitates
Recommendati
Packets, Reviews Scoring and
on for Mayor's
/ Evaluates
Interviews
Approval
Proposals
12. Prepares
Agreement
Request for
Attorney
7. Responds
to RFP
Solicitation
10c.
Interviews (if
necessary)
15. Signs
Contract and
returns to
County
Mayor
21.
Cancels
Original
Req
20. Receives
Signed
Contract and
begins work
16. Sends
contract to
Mayor for
signature
Contracts
Attorneys
19. Receives
Signed
Contract Sends to
Supplier
14. Delivers
Agreement
to Supplier
for signature
13. Prepares
Agreement
and Sends to
Agency
3a. Reviews RFP
document
12. Approves
Recommendati
17. Signs
Contract
18. Enters
Executed
Contract in
SIRE and PS sends copy to
Agency
eProcurement Demo
PS - Test Link
UPK – eProcurement 9.2
Accounts Payable
• AP Mailbox
– ap@slco.org
– Subject Line
• N/A (Mark on the subject line if the payment is a
“Rush”
– Attachments
• PO Vouchers
– Supplier Name / PO Number
• Direct Payment
– Supplier Name
Accounts Payable
– Attachments (continued)
• Excel Upload File
– Use same description for PO Vouchers/Direct Payment
• Vendor/Supplier Mailbox
– suppliers@slco.org
– Supplier name included on subject line
PO/Non-PO Invoice Expectations
• Invoice Approvals
• Required Information on Invoices
– Supplier Code
– Accounting Distribution (Direct Payment)
•
•
•
•
•
•
Fund
Agency
Department
Account
Program (if applicable)
Project BU/ID/Activity (if applicable)
Matching Expectations
• Match Exceptions Report
• Issues resolved by:
– County Departments
– Accounts Payable
– Contracts & Procurement
Excel Upload Files
• Allows for the mass upload of invoices when:
– Multiple invoices/accounting lines
– Similar payments to multiple Suppliers
• Excel Upload for Non-PO Vouchers
• Excel Upload for PO Vouchers
Next Steps…..
•
•
•
•
Make time at your desk and go through the UPKs
Proficiency takes time and practice…
Practice… Don’t be afraid to make a mistake
Post Questions – FAQ – PeopleSoft page
(Procurement FAQs)
• System goes live January 1, 2014
• Hands-On Lab
•
•
•
•
•
•
•
January 6th (afternoon)
January 7th (morning)
January 14th (afternoon)
January 16th (morning)
May schedule more if needed
Hands-on work
Bring actual work… we will access the production database
Questions & Comments
Glossary - New Terms
(Link to the PeopleSoft Glossary)
Voucher
Query
Dispatching
Category
Program
Matching –
2 Way
Suppliers
Matching –
3 Way
Sourcing
Expectations for Today’s Class
• Introduction to PeopleSoft eProcurement
• Overview of PeopleSoft eProcurement
• Process Flow
• Demonstrate how eProcurement works
• Examples
• Introduction to UPK
• Hands-on Testing
• Instructions on how to use at your desk
• Expectations
• You will not leave this class as an expert of the system
• You will leave with a knowledge of how the process works
• You will leave with a good knowledge of how to use the
UPK tool to increase your knowledge