Texas Woman’s University
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Phoenix basic navigation tips and how to find
information
Account Funds Available
Authorized Account Approver
Procurement Services Website navigation
Phoenix Navigation Tips
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 Requisitions: Request to purchase. This does not mean
you may buy goods/services.
 Purchase Orders: Once PO is created and approved by
Purchasing, Purchasing Dept. will forward PO directly to
vendor electronically authorizing purchase of
goods/services.
 Requisition(s)/Purchase Order(s) submitted by you
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Requisitions
 To receive your purchase order(s)
 Receiving
Phoenix Navigation Tips
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 Search for previously submitted Requisitions/Purchase
Orders (yours and other TWU members)
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iProcurement
Requisitions
Search
Clear
Search (may search using different criteria)
Supplier
 Previous creator/requestor (enter last name of individual who
created/requested requisition/purchase order)
 Requisition number
 Purchase Order number
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Phoenix Navigation Tips
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 View Requisition/Purchase details:
 Requisition number versus purchase order number
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Requisition lines
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Not an authorized purchase until a PO has been assigned and approved.
PO number will be in blue font once it has been approved by purchasing
department.
Select “Requisition” number
Account number & object code
Select “Requisition” number
 Select “Details” for appropriate line(s)
 Select “Show Additional Information”
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Phoenix Navigation Tips
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 View Requisition/Purchase details (continued)
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Who received PO lines in Phoenix
Select “Requisition” number
 Select “Details” for appropriate line(s)
 Select “Show Additional Information”
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Purchase Order buyer
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This is the person you should contact should you have any questions for
Purchasing department about your requisition/PO
Supplier information
Email
 Address
 Phone
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Phoenix Navigation Tips
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 View Requisition/Purchase details (continued)
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Attachments on Requisition/PO
Select “Purchase Order” number
 Hover over “attachments”
 Pop-up will appear with attachments
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Phoenix Navigation Tips
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 View Purchase Order Status
 Received amount (what has been received in Phoenix)
Select “Purchase Order” number
 Select “Received Amount” to view actual line(s) received and when
received
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Invoiced amount (what the vendor has billed for & when each line
was paid)
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Select “Invoiced Amount”
Payment Status … REMEMBER, payment will not be processed until
PO has been received in Phoenix & Payables has been invoiced
Select “Purchase Order” number
 Select “Paid” to view
 Form of payment (check or direct deposit)
 Payment date
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Update Employee Information
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 Update your Employee.
 Personal information
Preferred name / last name
 Marital Status
 Email
 Address
 Updating your address is especially important if you receive any
reimbursements via Procurement Services office; this is not referring
to your paycheck.
 Emergency Contact
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W-2 Distribution Method
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Update how you wish to receive annual W-2; electronically or mail.
Check Funds Available
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 Log-in to Phoenix
 TWU Financial Systems Inquiry
 Inquiry
 Funds
 Period
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Select appropriate month/year
Account
Enter as demonstrated
 “A” for Low Object
 “Z” for High Object
 Be sure to include grant # if available
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Authorized Account Approvers
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 Log-in to Pioneer Portal
 My Tools
 Phoenix Account Lookup
 Account
Enter as demonstrated.
 Be sure to include grant # if available
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Procurement Services Website Navigation
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 Accounts Payable
(http://www.twu.edu/procurement/accountspayable.asp)
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Texas Transparency
Accounts Payable Contacts
Payable Process
Check Request Policy
Employee Reimbursement Policy
Cash Receipts Policy
Petty Cash Policy
Year End Information
Procurement Services Website Navigation
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 Accounts Payable (continued)
 Accounts Payable Forms
 Commonly Used Object Codes
 Accounts Payable FAQs
Procurement Services Website Navigation
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 Travel (http://www.twu.edu/procurement/travel.asp)
 Travel Process
 Official Business
 Travel Contacts
 Travel Request
 Reimbursement for Travel
 Reimbursement for Lodging & Meals
 Transportation
 Prospective Employee & Registration Fees
 Student & Group Travel
 Travel FAQs
 Common Delays in Processing Travel Vouchers
Procurement Services Website Navigation
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 Purchasing
(http://www.twu.edu/procurement/purchasing.asp)
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Purchasing guidelines: Spending limitations/requirements.
Collaborative Buying: Buying using a state contract.
Special Procurements: Purchases that require special permissions or
have restrictions.
Best Value Procurement Procedures: Scope for buying on a basis of
“Best Value” to the University.
HUB Program: Historically Underutilized Business
State appropriated Purchases: Purchasing on a state contract or
making a purchase on State funds
Purchasing FAQs
Procurement Services Website Navigation
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 Purchasing (continued)
 Common Delays in Converting a Requisition
 For Vendors:
BS 353
 Terms & Conditions
 Bid Opportunities
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Helpful Tips
HUB Search
 CMBL / HUB Search
 Ethics Policy
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Summus Contact: Invoices@SummusIndustries.com
Procurement Services Website Navigation
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 Account Guidelines
(http://www.twu.edu/procurement/guidelines.asp)
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Elements of Accounts: PowerPoint
Differential Tuition: PowerPoint
Program Fees: University Policy Manual 4.04
Designated Operating Accounts: To provide a greater flexibility in
achieving the educational mission of TWU.
Discretionary Gift Accounts: Funded with private donations
awarded to benefit the mission of TWU, specifically the
departments identified.
Procurement Services Website Navigation
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 Procurement Card / Pcard Program
(http://www.twu.edu/procurement/pcard.asp)
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PCard Process
Ethics Policy
Points of Contact
Terms & Conditions
Obtaining a PCard
PCard Guidelines
Returns, Credits, & Disputed Charges
Record Keeping & Transaction Reconciliation
Non-compliance Penalties
Restricted Items
Procurement Services Website Navigation
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 PCard Program (continued)
 PCard Object Codes
 Global Card Management System (GCMS) Instructions
 PCard Forms
 Amazon Tax Exempt Program information
 Helpful Tips
Chip & Pin Card FAQ
 Commonly Used
 PCard FAQs
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Summus Contact:
Procurement Services Website Navigation
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 Training (http://www.twu.edu/procurement/training.asp)
 End of Year
 End of Year Training Q & As
 Education Forum Materials
Sole Source & Emergency Purchases
 Guest Lecturer, Check Requests, & Confirming POs
 Travel Forms
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UPK Training
Navigation of Phoenix
 iProcurement
 TWU Self Service HR Users
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Procurement Services Website Navigation
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 Procurement Forms & Instructions:
(http://www.twu.edu/procurement/Forms.asp)
 DO NOT SAVE FORMS. Instead save the web link where
forms are located as forms are updated without notice.
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Vendor
Accounts Payable
Travel
Departmental Air Card
Purchasing
PCard
Procurement Services Website Navigation
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 Staff Directory
(http://www.twu.edu/procurement/6568.asp)
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Director
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Assistant Director
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Thuy Phan
Application Analyst & Training Administrator
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Nancy Cinnater
Sr. Financial Systems Analyst
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Vanna Parr
Andrea Massey
Accounts Payable
Janel Sprayberry, Manager of Payment Operations
 Lisa Gebard, Procurement Assistant
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Procurement Services Website Navigation
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 Staff Directory (continued)
 Travel
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Bianca Washington, Travel Program Coordinator
Purchasing
Teri Hasten, Manager of Strategic Sourcing
 Diane Creed, Buyer 1
 Kari Vander Wege, Contract Analyst
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PCard
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Lori Cantrell, Procurement Card Coordinator
Vendor Maintenance
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Irma Castillo, Procurement Relations Assistant