eProcurement
Finance Systems Training
Shaleen Batra
Finance Business Solutions – User Support & Training
Agenda
• What is eProcurement?
• Requisitions and Purchase
Orders
• How to manage requisitions
• Location and ship to address
• COS (Complete Office Supplies)
• eVolve
• Technical troubleshooting
• Requisition to PO Report
eProcurement
Items are ordered from supplier’s website
Supplier website is compatible with NS Financials
Able to bring back all the ordered items in NS Financials
Converts into a Purchase Order
eProcurement
Create Requisition
in NS Financials
Order from Supplier’s
website
Bring order back in
NS Financials
Enter Chartfields
Adjust GST if
required
Budget Check;
Save and Submit
Approvals
Req converted to
PO
PO dispatched by
the system
Receipting when
goods are delivered
Requisitions & PO
 eProcurement is used to place orders from suppliers via their website.
 Orders placed through eProcurement are known as Requisitions
 Once an eProcurement requisition is approved an hourly process is run by the
system
 Process creates a Purchase order related to the requisition
 If requisitions are not Budget checked then PO will not be created
 Purchase Order is dispatched to the supplier not the requisition
 Always quote the PO number when contacting a supplier
Manage Requisitions
Trace Duplicate Requisition
Information on Chartfields, PO,
Receipts, payment & Invoice
Edit Requisitions
Return to vendor website multiple
times without losing the original order
Manage Requisitions
Search Options:
•
Date
•
Requester
•
Entered by
•
Request Status
Manage Requisitions
Manage Requisitions
PO Information
PO Information
PO Information
//
Chartfields
Information
Scroll to the bottom of the screen
Chartfields
Information
//
Update Requisitions
Status is important. Requisitions cannot be edited once PO has been dispatched to the vendor
//
Find more items
Find more items
Select the supplier and add more items as required
//
Track Requisitions
Data inconsistent
error
Delay in goods being
delivered
Check duplicate
requisitions
Via Manage Requisitions
Track duplicate
Requisitions
Search using date criteria
Cancel Requisition
Cancel Requisition
//
Default Chartfields
Default Chartfields
Make sure to enter your Buyer ID
Default chartfields
Updating Chartfields
Updating Chartfields
//
Location and ship to address
Ship to and Location should be same
Location and ship to address
M322
S108
Lowy Cancer Research Centre
School of Chemistry - Store
Loading Dock, Lower Ground Goods Store (C25)
LG Delivery Dock, Chem Science Bldg,(F10)
Via Gate 11, Botany Street
Via Gate 2, High Street & then Union Road
UNSW Sydney
UNSW Sydney
2052
2052
One time address
Use the lookup to find a Ship To description that will match your One Time address
Currently Rupert Myers Bldg
One time address
Use % in description
One time address
Change Location to O102 as we want One Time address and Location to be in the same
building and then click Modify OneTime Address
One time address
Location and ship to address
Make sure that the ship to address and location are in same building
Attention to
Please do not write anything else in the address field e.g.
Names And Contact details
For Names use attention to field
//
Complete Office Supplies COS
UNSW’s preferred supplier of
stationery and office supplies
GST is not adjusted
for GST free items
Reason for order being rejected by COS
Complete Office Supplies COS
GST not updated on the order
•
PO is rejected by the COS system
•
Buying Network has to update it manually
•
Delays the process
Complete Office Supplies COS
Make note of the item without GST and change the VAT in NS Financials
Complete Office Supplies COS
Which is 10% of total amount
Adjust GST (VAT) on line 1
Update VAT type
Change AO to FRAO
//
Online orders for COS
Online orders should not be raised except some special orders like custom made stamp
Contact COS on
1300882244 and
ask for a quote
COS will email you
a form
Fill out the form and
sent it by replying to
the email sent by
COS
COS will send you a
quote via email
Raise an ONL
Purchase order for
the quote
Make sure to enter
quote no in the PO
Manually dispatch
the PO via Print
Send the PO in the
email (received from
COS with the quote)
///
Receipting COS items
If items are received but you are going to reject them
Please do not receipt
If items are on backorder
• Only receipt when the goods are delivered
• Partially receipt rest of the goods received
Receipt only the quantity that have been delivered. e.g. If PO Qty is 5,
and you only received 4, then receipt needs to be created for 4 only
eVolve
UNSW’s preferred supplier of
Notebook, monitors, hard disk etc.
One Time address
Special / Online Requests
One time address
Change Location to O102 as we want One Time address and Location to be in the same
building and then click Modify OneTime Address
eVolve
Should not
be used
Special
Requests
Online
Orders
Non-Standard IT
Hardware Requisition
Form – IT07
Items not in Online Catalogue
OR
Quote from eVolve
//
eVolve
Cancel/Change orders
Once the order has been placed with eVolve it cannot be changed or cancelled
Return Desktop or Notebook
No, as they are configured specifically for UNSW
Return Peripheral
Yes. You are required to pay re-stocking fee of approx 20% - 30%
//
Technical troubleshooting
eProcurement & Internet Explorer 9
• Receiving a security restriction notice when attempting to connect to
supplier websites
•
•
if you have allowed pop ups you can click on “Allow Content” after which eProcurement will
return to the first screen and allow you into the Supplier site on your second attempt.
To prevent having to do this:
•
Ensure your Internet Explorer are set to these settings
•
See the IE9 Additional Settings section of this document for the additional settings
required for IE9.
• Getting caught in a “loop” when returning your cart from a supplier
website
•
•
Ensure your Internet Explorer are set to these settings
See the IE9 Additional Settings section of this document for the additional settings required for
IE9.
IE9 Additional Settings
•
Make sure these settings have been
applied
•
Go into the Security settings of your
browser and find the custom level
settings (see screenshot)
(the settings for the screen shot are for Internet Explorer 9)
IE9 Additional Settings
Scroll down to the Miscellaneous section
and ensure the settings are enabled
•
If you don’t have the security access to manage these
settings on your computer you will need to contact
your local desktop support personnel. If you don’t
know who they are you can contact the
servicedesk@unsw.edu.au on ext 51333.
Requisition to PO XREF Report
Enter Run Control ID and Click ADD
Requisition to PO XREF Report
Requisition to PO XREF Report
Leave server name blank and click OK
Requisition to PO XREF Report
You can also access reports via Reporting Console
Requisition to PO XREF Report
Run Status = Success
Distribution Status = Posted
Report
///
Knowledgebase
Knowledgebase
Support & Guidance
•
Buying Network
Ext. 53330, Email - Buyingnetwork@unsw.edu.au
Find My Buying Network http://www.fin.unsw.edu.au/OurServices/FinancialOperations_Purchasing_FindBuyingNetw
ork.html
•
Accounts Payable
AP Help - Ext. 53356, Email - aphelp@unsw.edu.au
Payment of Invoices, Email- invoiceap@unsw.edu.au
•
Finance Website – Purchasing
http://www.fin.unsw.edu.au/OurServices/FinancialOperations_Purchasing.html
•
Purchasing Guidelines & Procedures
http://www.fin.unsw.edu.au/OurServices/FinancialOperations_Purchasing_Guidelines.html
http://www.fin.unsw.edu.au/files/PP/Purchase_Order_Procedure.pdf
User Support & Training
• Finance Website – Training
https://www.fin.unsw.edu.au/NSF_KnowledgeBase/FKB_Training.html
• Training Enquiries
Ext. 53550 / 57665, Email fti@unsw.edu.au
Questions