Procurement Services
KU Procure to Pay System
KUPPS Lecture Training
Summer 2013
Today’s Training Agenda
 Roll-Out of Enhanced KUPPS
 Resources
 KUPPS P2P Classroom Training
 KUPPS P2P Lecture Training
 KUPPS User Reference Guides
 Role-based activity
Shopper
Requestor
Approver
NonCatalog
Requisition
Invoice
Add Cart Check
Punchout
Goods Services Details Request Approval Tab Email KUPPS WebNow
 DEMIS Information
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Experience with KUPPS
 Have you used KUPPS in the past?
 Supplier Catalogs (aka Punch-Outs)?
 Check Requests?
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KUPPS Quick Reference Guides
 http://www.procurement.ku.edu/kupps-quick-reference-guides
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KUPPS Roles
Role
Shopper
Requestor
Self
Approving
Requestor
Approver
Actions / Responsibilities
• Determine need
• Add items to cart from Punchout / Hosted Catalogs and Non-catalog Forms
• Assign carts to Requestors
• All permissions as a shopper
• Receive assigned carts and add remaining requisition information (accounting
information, ship to, internal notes etc.)
• Submit carts into workflow (creates requisitions) OR assign carts
• All permissions as a requestor
• Requisitions below their self approval authority, no additional approvals
• Must ensure purchase is reasonable, allowable, allocable
• All permissions as a shopper
• Receive requisitions in KUPPS approval queues (Cannot approve own
requisitions)
• Determines if purchases are reasonable, allowable, and allocable
• Confirms and/or adds remaining accounting information
• Approves, rejects or returns KUPPS Requisitions via email or within the system
• Approves Invoices via ImageNow or KUPPS Catalog Orders >$5K
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Baseline Requisition Workflow
PR Validation
Shopper
Requestor
Dept / Project
Approval(s)
Central
Purchasing
PR Validation
Central /
KUCR
PreAudit
PO
KURES
Purchasing
 NOTE: Requestor will need to fill in all chartfield / accounting information
 Info can be reviewed / changed it when it reaches the Approver
 Approvals are driven by Department or Project chartfield
 Purchasing and Audit steps driven by Business Unit, dollar value and Purchase type
(catalog / contract type)
 Special approvals systematically driven for: Equipment, IT Hardware / Software and Prior
Authorizations (PA)
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KUPPS Login – A few clicks, a USER ID and a Password
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KUPPS Frequently Used Features
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Shopper
Requestor
Approver
NonCatalog
Requisition
Invoice
Add Cart Check
Punchout
Goods Services Details Request Approval Tab Email KUPPS WebNow
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Punch-Out / Supplier Catalog Shopping
Many search
options
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Shopper
Requestor
Approver
NonCatalog
Requisition
Invoice
Add Cart Check
Punchout
Goods Services Details Request Approval Tab Email KUPPS WebNow
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Non-Catalog Shopping
Non-Catalog Purchase Requisition Forms
are used to:
A. Purchase Goods from suppliers
B. Purchase Services from suppliers
* Includes contract and non-contract items
C. Submit a purchase for a Formal Bid Process
• Includes some one-time purchases
• To establish contracts for repetitive
procurements
• Select vendor as “Supplier Unknown”
D. Submit a transaction for a Competitive Bid
Exception (aka Prior Authorization) requests to
the KU central office when an order is over
$50,000 and no competition exists
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Shoppers – What’s Next with this Purchase Req?
 For a Shopper who’s role is to only shop, click the
button in the
upper right hand corner of the screen and the PR will be routed to your
“Requestor”
 The Requestor will enter accounting and other information, and submit
for necessary approvers.
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KUPPS Roles: Shopper Assign
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KUPPS Roles: Shopper Assigns after Adding Details
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Shopper
Requestor
Approver
NonCatalog
Requisition
Invoice
Add Cart Check
Punchout
Goods Services Details Request Approval Tab Email KUPPS WebNow
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Requestors – What’s Next with this Purchase Req?
 After opening the Summary – Draft Requisition page, edit/complete the following fields:
 General – Doing Business as: Select either The University of Kansas –or – KU Center for
Research, Inc.
 Shipping – Verify/edit the details of the shipping location.
 Billing – Verify/edit the details of the billing location. Note – catalog e-invoices are sent back to
KUPPS; non-catalog invoices (paper or PDF) are sent to the KU Accounts Payable office for
scanning and indexing into the KU ImageNow application.
 Accounting Codes – Shoppers do NOT need to populate these codes before assigning to cart.
Requestors submitting the cart for approval must complete this information. Approvers are
authorized edit the accounting codes before approval. Click the View/edit by line item… link to
enter code values by line item or to split funding by dollar amount.
 Internal Notes and Attachments – Type a short summary of the reason or justification for the
order. The note typed here becomes the “Comment From External PO” in FSKU payment records.
Attach any file that may be necessary or useful for approval or audit.
 Supplier / Line Item Details – Add notes/attachments here as necessary.
Once the draft requisition is satisfactory, click the
in the
upper right hand corner of the screen
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Accounting Code Chartfields - Requestors
This screen is where
Ship To and
Accounting
Codes and
Chartfield
information
are incorporated into
the Requisition.
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KUPPS Roles: Requestors Assign or Submit
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Shopper
Requestor
Approver
NonCatalog
Requisition
Invoice
Add Cart Check
Punchout
Goods Services Details Request Approval Tab Email KUPPS WebNow
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Shopper
Requestor
Approver
NonCatalog
Requisition
Invoice
Add Cart Check
Punchout
Goods Services Details Request Approval Tab Email KUPPS WebNow
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Requisition Approvals
KUPPS Requisition Approval
Self Approval Limits ensure trusted individuals
can procure without additional steps for low
value transactions (but not for Projects!)
Requisition Approval Workflow driven by
Department (or Project) chartfield information
ensuring those with budget oversight are
aware of potential charges
Approval Action via email --without logging
into the KUPPS system -- or within KUPPS.
Approvers are assigned to
Approp Level Cost Centers
for “Department-based
workflow.”
Approvers are assigned to
Projects for “Project-based
workflow” as Delegates.
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Shopper
Requestor
Approver
NonCatalog
Requisition
Invoice
Add Cart Check
Punchout
Goods Services Details Request Approval Tab Email KUPPS WebNow
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KUPPS Roles: Approvals Tab
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KUPPS Requisition Approvals
3
0
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KUPPS Requisition Approvals
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Shopper
Requestor
Approver
NonCatalog
Requisition
Invoice
Add Cart Check
Punchout
Goods Services Details Request Approval Tab Email KUPPS WebNow
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KUPPS Email Approvals of Requisitions
E-mail approval for KUPPS
requisitions, including through
Smart Phones
E-mail contains information
needed to make a review and to
take action
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Shopper
Requestor
Approver
NonCatalog
Requisition
Invoice
Add Cart Check
Punchout
Goods Services Details Request Approval Tab Email KUPPS WebNow
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KUPPS Roles: Invoice Approvals
KUPPS Invoice Approval
WebNow Invoice Approval
Punch-Out Catalog Vendors send
E-invoices back to FSKU
Approvals are Required for PO related invoices
Invoices less than $5000
Auto-pay if matched or within 10% / $100
tolerance, whichever is lower
Auto-pay if matched or within 10% / $100
tolerance, whichever is lower
Invoices greater than $5000
• KUPPS Main Page
• Approvals Tab
• Approval Type: Invoice
(choose “Invoice” from drop down menu)
E-mail Notice
Goods Invoices less than $500
Goods Invoices greater than $500
All Services Invoices (Regardless of amount)
Approval Action via ImageNow
• Scanned by Central Payables
• Matched to PO by Central Payables
• Email notice sent to approvers
E-mail Notice
• Approvers are assigned to Approp Level Cost Centers for “Department-based workflow.”
• Approvers are assigned to Projects for “Project-based workflow” as Delegates.
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KUPPS Roles: Approvals Tab
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Shopper
Requestor
Approver
NonCatalog
Requisition
Invoice
Add Cart Check
Punchout
Goods Services Details Request Approval Tab Email KUPPS WebNow
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WebNow Approvals
 E-mailed link that takes approvers into WebNow to take action
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WebNow Invoice Approvals
Direct Log-in URL:
https://kuwebnow.ku.edu/
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ImageNow / WebNow Functionality
 PO related Invoices for KUPPS non-catalog orders will be approved by departments via
ImageNow and keyed by Central Payables
 E-Mail notice with links to ImageNow / WebNow sign-in to take action
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DEMIS Report – Update
A new PO Activity report has been created in DEMIS.
Same Link!
PO Sample: Paid in full
PO Sample: Partial Payments
New
Report!
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DEMIS Report – Quick Reference Guide
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DEMIS Report – Quick Reference Guide
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Vendor Information
KUPPS requires an Order Dispatch Method
 Fax Number or Email Address
Adding New Vendors to PeopleSoft
 Authorized Users can enter new vendors directly into PeopleSoft.
 Collect information from vendor (including W-9)
 Also ask for an email or fax number for Order Dispatch function
 Vendors with this information are auto-synced to KUPPS
 Guide: http://procurement.ku.edu/vendor-information
Request to Change Vendor in PeopleSoft Financials:
 On-line form http://procurement.ku.edu/vendor-information
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Account Codes and Line-Item Accounting Splits
 “Split Line Funding” used only when using different funds or cost
centers, not different expense accounts / account codes.
 Example: Software Licensing and Maintenance
 Total Transaction: $7,500
 Only funding difference is the Account Code
 Correct Procedure: Create Two (2) Separate Line Items
 Software Licensing: $5,000 – Account Code:
 Software Maintenance: $2,500 – Account Code:
 Consequences for not following these directions:
 Voucher will not be created correctly
 Problems with matching
 Problems if there are multiple payments.
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Next Steps
 Communicate within your Department Finance Team
 Two-Way Communications between Finance Team Members and Customers!
 Be Aware!
 Be Prepared!
 Ensure your department(s) have the right “users”
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Roles (Users with system OperIDs)
Approvers
New FSKU users
Required Vendors
 Attend Classroom Training (if needed)
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