Presentation Transcript

1. Introduction to Purchasing in Updated November 2012 12.3 Upgrade
2. Housekeeping Break Restrooms Electronic devices (cell phones, pagers) Instant Messenger and E-mail Materials Training Guide Please sign roster at end of class for credit
3. Security Roles This class is for the purchasing Requestor Security roles must be requested from DSAs after training is completed Security role: UF_N_MKT_REQUESTOR To receive items in myUFL, the following role is needed: UF_PO_ePRO_Inquiry 3
4. Today’s Objectives Introduction to myUF Market Learn about Different shopping methods Managing carts Completing Requisitions Working with approvers Workflow User Profile and E-mail Notifications Appendices A and B in your handout
5. Why myUF Market? eProcurement solution to Save UF money Direct easy access to contract vendors Increased speed of order to vendor No extensive data entry Lab techs, PIs, staff can build a cart within system and do the research/selection Assign cart to requestors for order processing and placement
6. myUFL and myUF Market
7. myUF Market and myUFL myUF Market connects to myUFL during Single sign-on for both systems ChartFields combination edit Budget Validation Vendors in myUFL are synched to myUF Market ChartField values in myUFL are synched to myUF Market Import of Purchase Orders into myUFL
8. Who Uses myUF Market? The Shopper Role Automatically given to permanent staff and faculty My Self Service > myUF Market Search for products, make selections, add items to cart “Assign” cart to a requestor for processing Cannot place orders Do not need to know ChartFields May select PCard as payment method Has own User Profile to set defaults for the cart
9. Assigning Shopping Carts Shopper 1 Shopper 2 Requestor A Shopper 3
10. Who Uses myUF Market? Requestors may shop and add items to cart Receive carts from shoppers Process as requisitions and place orders May return cart to shoppers for more info May use PCard as payment method Only role that can place orders
11. Who Uses myUF Market Financial Approvers may shop and add items to cart May not place orders May assign cart Approves for appropriateness of purchase and financial information May approve, modify, reject or return an entire requisition or lines in a requisition Cannot approve own shopping
12. “Shop at the Top” – product and keyword search Menu Band Forms Showcase Dashboard “Action Items” Supplier Showcase
13. Navigating – Tips and Tricks Hyperlinks Not marked Use your mouse to mouseover a word If it becomes underlined, it is a link! Use Tabs within the page Action Dropdowns Need to add or delete something? Click the Action Dropdowns to view your options, select one and click the GO button
14. Navigating in myUF Market Dashboard On the Home page to the left is the Action Items pane or “Dashboard” Check every day to get a quick status update on your requisitions To find a requisition or PO quickly by number Use the Search for dropdown on top-right Also used for CAS number and Catalog (SKU) number searches
15. Vendors in myUF Market Terminology Check Enabled vendors in myUF Market are “hosted” and “punchout”. All vendors are accessible in the Marketplace There are three types of vendors: eCatalog or Enabled contains two: Hosted Punchout Non-catalog
16. Enabled Vendors eCatalog High level of engagement Contractual relationship with Purchasing Services – marked by dollar icon Reviewed their price file Enabled vendors are identified with a star icon
17. Shopping Methods – Hosted Hosted Vendors Purchasing Services pre-approves price file Updated quarterly Catalog resides within the application Uniform look and feel
18. Shopping Methods - Punchout Punchout Vendors Vendor maintained website UF specific pricing Pricing periodically reviewed by Purchasing Services Typically University contract
19. Searching Hosted and Punchout Vendors Search Hosted Vendor eCatalogs – all at once Search by vendor – click for options. Now includes “punchout” as option.
20. Shopping Methods – Forms Purchasing Services is providing specific forms to be used for Service Requisition Form Enabled Vendor Quotes Form (for prices that differ from catalog pricing) UF Internal Service Provider Forms Confirmation Purchase Request Form Amount Only Request for Goods (Blanket) Form
21. Forms Showcase Easy access – use Forms Showcase. Click form link or Browse All.
22. Using Forms Or, click Forms on menu for complete list of forms Forms for Service Requisitions UF Vendors Enabled Quote Forms
23. Shopping Methods – Non-Catalog Item Only use when item is not in eCatalogs Refer to Purchasing Policy Non-catalog vendors are uploaded from myUFL through a vendor sync 38,000 currently in use in myUFL Use addvendor@ufl.edu Require use of a Form to order
24. Non-Catalog Item Form Shopping Non Enabled Vendors
25. Shopping - All Go Into Cart Non-Catalog Items Hosted Vendor Items Forms for Services Punchout Items All go into Shopping Cart!
26. UPK Exercise 1 We’re going to open the simulation together Start by clicking the link below to get to the training blue screen Click on PST073 myUF Market Click on 1. Using the Supplier and Forms Showcase Click on Try It or Know It and follow the steps in your handout Raise your hand if you have questions Classroom Desktop Exercises Screen
27. Unit 1 – Shopping from Hosted Vendors Using Product Search In this unit, we’re going to - Search the eCatalogs with the Product/Keyword Search - Make a selection and add to cart - Process the cart as a requisition - Submit to approval workflow - Check the status and history of the order For our example today, let’s buy batteries!
28. Searching To search the eCatalogs Log in through the myUFL portal Navigate to eProcurement > myUF Market Click the Home/Shop tab on the top menu Enter the search term in the field Click the GO button
29. Log in Through myUFL Click Main Menu > eProcurement > myUF Market 29
30. Starting a Product Search To begin a search, click the Home/Shop tab.
31. Starting a Product Search For this example, enter “batteries D,“ here and click the GO button
32. Looking at Search Results Let’s look at the Search results.
33. Product Information We found the “D” batteries. Let’s take a closer look at this item’s information which is displayed per row. Each row contains: Vendor or Supplier Free Shipping if available Manufacturer Name and Part Number Catalog # Product Description Unit of Measure Product Size Price per unit Quantity Field for entry
34. Making a Selection When making a selection, keep in mind The product you need Read the description Packaging, Unit of Measure, Cost per Unit The vendor Is it enabled? Is it contract? Choice of vendor affects workflow rules
35. Vendor Icons Terminology Check Contract Supplier is a vendor already on contract with UF! Terminology Check Enabled Vendors are vendors that Purchasing Services has worked with to create an eCatalog (hosted or punchout.) 35
36. Product Information Link Click the bold weblink for more information.
37. Product Information Link
38. Refine Search Refine and Filter your searches by: Supplier Supplier Class Category Result Type Manufacturer
39. Adding an Item to the Cart Terminology Check A shopping cart is where you add your selected items. It becomes the requisition. You can add an item to the Active Cart by: Using the Add to Cart button, or Clicking the Order from Supplier link You may also add items to previously saved Draft Carts
40. For Add to Cart Button Change the quantity and click the Add to Cart button to add to the Active Cart, or the tiny arrow button to add to a Draft Cart. 40
41. Adding to a Previously Saved Draft Cart Lists of Draft Carts select one to add item to it.
42. Order From Supplier Click the Order from Supplier link to go to the Supplier Punchout Website.
43. Order From Supplier Enter quantity and click the Add to Cart button to add to your myUF Market cart.
44. Added to Active Cart Click the Active Cart to view the shopping cart! Terminology Check Active Cart is the cart ready for adding of items and is found in the top right corner!
45. Editing the Cart All users view the cart before “checking out” Edit the cart name Enter Description Customer number Quote Check Quantity and Price Can Change Supplier for certain forms only Click the Save button
46. Line Item in cart - here are our batteries. 46
47. Completing the Cart Modify Cart Name to include vendor. User Tip Work with your department to develop a naming convention.
48. Completing the Cart If you are a Requestor, and this cart was assigned to you, you may return it for more info. User Tip Work with your department to develop a naming convention.
49. Proceed to Checkout Click here to review the cart as a requisition. 49
50. Reviewing the Requisition User Tip Users can set defaults for these in their User Profiles. Check the instruction guide for this. Complete the following sections: Shipping and Billing Payment Options PO Business Unit ChartFields Click the Edit button on the right for each section, to modify or complete the section Red messages in a yellow square at the top identify sections that need completion
51. Requisition Sections Click the steps in the Guided Checkout at the top to edit each section. Billing Shipping ChartFields Payment Options Business Unit
52. Editing the Shipping Address Click the Shipping step to go to Shipping or click Final Review. Click the Edit button or the pencil to edit Shipping. Search fields will appear.
53. Completing Shipping Address Shipping Section Choose a shipping address from your addresses Displayed from your User Profile Click the Use button to select Or select a new address Search for the address Add to your User Profile from here Make it the Default address if needed
54. Editing the Shipping Address Shown from your User Profile – the one with the star is the Default. Search for the address campus-wide here. Add to User Profile and can make it the Default.
55. Editing the Shipping Address Enter a Nickname or Address to Search User Tip 1 If you cannot find your Ship To address, e-mail myufmarket@ufl.edu User Tip 2 On Campus use Building Name to search. Off Campus enter address or city. Click Use to select.
56. Editing the Shipping Address Edit the address then Save in your Profile. May make it the Default.
57. Looking at Billing Addresses Billing Click Bill To and PCard at the top The Bill To and PCard section will appear Click the Edit button on the right to Edit the address View addresses from your User Profile Search campus-wide for addresses
58. Bill To Billing addresses are not tied to PO Business Units PO Boxes and UF Sites As long as values are in the system, users will now be able to manage their own billing and shipping addresses Once myUF Market is fully established, Purchasing Services will accept requests for new addresses
59. Editing the Billing Address Make sure you are on Bill To and PCard Now let’s edit the Billing address.
60. Editing the Billing Address User Tip Change the Attn: field content to the person processing the invoices. An address will already be there when it is a Default address in the profile. Simply edit and then click the Save Changes button. You may also save the edited address in the User Profile from here and make the new address the Default. Bill To will always be a post office box. 60
61. Processing PCard as Payment Method Shoppers may select to pay with their PCard when assigning the cart to the requestor To activate your PCard in myUF Market, go to https://www.fa.ufl.edu/apps/purchasing/market/ and click Purchasing Cards to complete the form myUF Market does not reconcile myUFLPCard transactions Requestor must enter ChartFields to validate budget
62. PCard as Payment Method User Tip Refer to the instruction guide, “Using PCards in myUF Market” If the Vendor accepts PCard, the PCard will display as a payment option. You may make PCard the default payment option in Profile.
63. Assign or Unassign a PCard Click the Unassign button to remove the PCard from this purchase. If you change your mind, an Assign button will appear to add it back. User Tip PCard rules still apply: Can request override Higher STL 63
64. Adding the PO Business Unit Make sure you are on ChartFields Click the Edit button on the right to edit the PO Business Unit.
65. Adding the PO Business Unit User Tip These can all default from User Profile. There are 2 ways to enter PO Business Unit. Type it into the field or 2. Click the Select from all values link… 65
66. Adding the PO Business Unit Enter a value or description.... Click the Select button to add to the requisition.
67. ChartFields for a Requisition Determine which ChartFields to use Example: Department: 16380000 Fund Code: 101 Program Code: 1100 Budget Reference: CRRNT http://www.hr.ufl.edu/training/myUFL/toolkits/default.asp and click on ChartFields Toolkit for help
68. Adding ChartFields Terminology Check ChartFields in myUF Market are referred as Accounting Codes or Chart of Account Fields or Codes. 2. Click the Edit button for the ChartField section! 1. The requisition has part of the ChartFieldsautopopulated from a User Profile. Complete the rest by…
69. Adding ChartFields Enter UF ChartFields here. Type in values or click the Select from all values link to search. Click the Select from all values link to search. 69
70. Selecting Account Codes Enter a “7” in the Value field and a keyword in the Description field to search. Click the Search button to search User Tip Refer to instruction guide, “Using myUFL Account Codes” and “Account Use by Fund” spreadsheet at http://fa.ufl.edu/ga 70
71. Adding ChartFields and Saving For Budget Reference, it defaults to CRRNT. If you need to change it, use the drop down (it is case sensitive) by clicking the Select from all values link… When done, scroll to the right and click the Save button. 71
72. ChartField String Favorites You may save a string of ChartField values in the User Profile for use in requisitions in the Code Favorites tab. Save a nickname for the string. 72
73. ChartField String Favorites In a requisition, retrieve a saved ChartField String Favorite by using the dropdown to select its nickname. The fields will then autopopulate. 73
74. Commodity Codes No more having to enter a Category…the vendor supplies the Commodity Code already from the enabled Catalog.
75. Previewing Workflow User Tip Shows upcoming approval steps and routing. Click PR Approvals to preview the workflow steps for this requisition, as shown below.
76. Placing the Order Terminology Check PR is Purchasing Requisition. What happens when the order is placed? Approval Workflow begins per workflow rules Preview workflow while still a requisition Track status by navigating to Carts > My Requisitions – look for cart name Click the Requisition ID number Click the PR Approval tab to view progress through workflow Click the History tab to read activity notes
77. Place the Order We are ready to submit this requisition. Click the Place Order button. User Tip Once we place the order anyone can track by Requisition Number.
78. Order Confirmation A confirmation message displays the Requisition ID number. Let’s look at our approval workflow for this requisition. Click the My Requisitions link. User Tip Click the Requisition Number to view the submitted requisition! 78
79. Check Requisitions with Search/Export Click Search/Export and use the filters Filter by dates, last number of days, month to date and more . Click the Requisition number to view or click the Quick View icon next to it.
80. Quick View
81. Viewing Requisitions To view the requisition itself, click the Requisition No.
82. Completed Requisition Click PR Approvals to view progress through approval workflow. This requisition is completed. Terminology Check “Completed” in myUF Market means the requisition has completed the workflow process. The next step for the requisition is PO creation.
83. PR Approvals Page For this requisition, we Chose an enabled vendor Under $2000.00 Chose a contract vendor Business Process Improvement No pre-encumbrance. 83
84. PR Approvals Page Click the History Tab to see Actions and Notes on the requisition. 84
85. History Page Creation of PO Number! Read from bottom to top. Records all activity including changes made by a cart assignee. 85
86. UPK Exercise 2 We’re going to open the simulation together Start by clicking the link below to get to the training blue screen Click on PST073 myUF Market Click on 2. Using the Product Keyword Search in myUF Market to Search All Catalogs - Batteries Click on Try It or Know It and follow the steps in your handout Raise your hand if you have questions Classroom Desktop Exercises Screen
87. Unit 2 – Advanced Searching and Shopping with Punchouts In this unit, we will learn about - Advanced Searching Using categories to narrow the search Using the Compare feature Adding items to Favorites - Using the Supplier Showcase - Shopping with Punchout websites - Using a PCard in myUF Market
88. Review We have learned Product Searching of hosted eCatalogs Product Search If you did not find your item, try the search strategy in this unit Refine and narrow your search of eCatalogs If you still cannot find your product, turn to the next tier of shopping, the punchout websites
89. Searching Hosted and Punchout Vendors Search Hosted Vendor eCatalogs – all at once Search by vendor – click for options including punchout.
90. Creating a New Active Cart Before shopping, check your cart To create a new Active cart for new shopping Carts tab > Active Cart Click the Create Cart button Automatically makes it the Active cart Add Name and Description Save Click Home or Add Products to continue
91. Checking Active Cart Before Shopping Active Cart Check to see if this is the cart you would like to use before you shop. Click to view. Terminology Check Draft carts are carts that are “saved for later” and not processed yet as requisitions.
92. Creating a New Cart Click Update button to Save! Click the Click Here to Start Shopping link to start shopping.
93. Advanced Searching Terminology Check Category is a search topic used to narrow a search. User Tip Refer to the instruction guide, “Shopping With the Product Search.” Searching for products may yield many results To narrow your search, use this recommended search strategy: Use Product Advanced Search Select a Category Enter terms in the All of These Words search field Use the filters in the column headings to filter results
94. Using the Simple Search Remember searching for batteries? This is the Product/Keyword Search.
95. Using the Advanced Search To use the Advanced Search, click the Advanced Search link
96. Using Search Categories You may search by many more search filters here. Let’s search for our D Batteries! User Tips The system remembers! Notice the word “batteries” is moved to the Advanced Search!
97. Using the Must Include The Words field Below are the results.
98. Search Results are Narrowed Down User Tip Filter results by each Filter available, such as Supplier, Category or Packaging UOM, and by multiple items within each Filter Category. User Tip Sort results by options in Dropdown…
99. Feedback Message on Searching to Purchasing User Tip myUF Market is designed to find items with almost anything entered. If you still cannot find an item, click the Feedback link.
100. Using the Compare Feature To compare items in a result set Click the Compare link for each item Click the Compare Selected button at the top
101. Using the Compare Feature When you click Compare, a check mark appears and the word Remove also appears. Can compare results across pages and more than two items!
102. Business Process Improvement Get the lowest price! Compare the two items listed! Notice one is a BX (box) of 12 and one is a PK (package) of 4 for Unit of Measure.
103. Adding an Item to Favorites Change the quantity and check the box. We are going to add this to our Favorites to reorder monthly! Use the dropdown and select Add to Favorites!
104. Retrieving Items From Favorites To use items in your Favorites folder from here Click the Favorites tab Click My Favorites under Personal
105. Under Personal, click the folder containing your favorites that you create when you add a favorite. In this case, we created My Favorites.
106. Retrieving Items From Favorites User Tips In addition to using Favorites, can copy carts and reuse! Here are our batteries! To add to order, click the link to select and click the Add to Cart button. The item will always be here for re-order. 106
107. Shopping with Punchout Vendors Each punchout site provides own search of vendor maintained expanded listing of products Some also have indexes to drill down to product Some have extra features to help the shopping experience
108. Shopping with Punchout Vendors "Punchout" of myUF Market, shop at one of these specially set up websites, then "return" to myUF Market with items added to your Active cart Websites with UF Specific pricing Most are contract vendors Many accept PCard Each provides own "Add to Cart" button to add items to myUF Market Active cart
109. User Tip For Enabled Vendor Guide, go to http://purchasing.ufl.edu/departments/myufmarket/default.asp Enabled Vendor Guide with PCard Indicator from Purchasing Services - in your handout.
110. Some suppliers have the option for “Punchout” – click link to see options.
111. User Tip Each punchout is different but they all have search fields! Look for those first. We’re going to search for toner for an HP Laserjet Printer P3005.
112. User Tip Each punchout has its own navigation – add to punchout’s cart first. Click the Add to Cart button for this toner.
113. Returning Selected Items to myUF Market Cart User Tip Look for vendor-specific checkout equivalent. Start the checkout procedure to move items to myUF Market’s cart.
114. Editing Selected Items Before Returning Make any changes to your order here including deletions – edit a punchout order while in the punchout cart. For this punchout, click the Submit Order button to return items to myUF Market.
115. Punchout Items in myUF Market Cart Punchout symbol identifies this line item as coming from a punchout vendor.. Click Proceed to Checkout to process as Requisition.
116. Editing the Requisition - Shipping The requisition will look the same for all carts. Edit the Shipping.
117. Using PCard as Payment Method Business Process Improvement Budget Validation before purchase with use of PCard. ChartFields for the PCard are required in the requisition with use of a PCard for Budget Validation. Click the Edit button on the right, and select PCard as payment method.
118. Placing the Order Click the Place Order button to submit into workflow.
119. UPK Exercise 3 We’re going to open the simulation together Start by clicking the link below to get to the training blue screen Click on PST073 myUF Market Click on 3. Using the Punchout in myUFMarket – Centrifuge Tubes Click on Try It or Know It and follow the steps in your handout Raise your hand if you have questions Classroom Desktop Exercises Screen
120. Unit 3 – Shopping with Forms In this unit, we will discuss forms - Using the Forms Showcase - External Vendors - Internal Service Providers Commodity Codes - How they work in myUF Market - How to select the correct one
121. Using Forms Sometimes enabled catalogs will not contain the product or service that you need Use a Form as the next tier of shopping Forms are developed by Purchasing Services Contain guided information entry Tailored specifically to UF needs Designed in partnership with core offices and internal service providers (ISPs) Purchasing rules still apply, discussed in Unit 4
122. Using Forms Forms get added to the Active cart as a line item Use the drop down and select "Add and Go to Cart" and click the GO button Process the same as any cart
123. Forms Currently Available Unique Workflow ISP Confirmation PO Subcontracts Enabled Vendor Quote Form Special Information Services Requisition Form Amount Only Request for Goods Relocation of Household Goods
124. Service Requisition Form Service Requisitions Forms > Shared > Organization Forms > Forms for Outside Suppliers Complete form Add to cart with drop down and GO button Process as regular requisition Check status through approval workflow
125. Service Requisition Form Service Requisition Steps Search for a Vendor Enter Description Enter Commodity Code Beginning and Ending Dates Estimated Cost Quantity One form for all types of service! Let’s do one for Copier Maintenance…
126. Click the form you need from the Form Showcase.
127. Or, click the Forms tab or forms link to get a complete list.
128. Click to use the Standard Service Request Form.
129. Choosing a Vendor or Supplier Always read the instructions on each form before starting. Enter the Supplier name in the Enter Supplier field to search for and add a vendor for your service. Terminology Check Supplier means Vendor.
130. Choosing a Vendor or Supplier As you type, the vendor search will auto-complete, displaying vendors that match! Terminology Check Fulfillment address = myUFL Vendor location. Click the vendor to select and add to form. 130
131. Searching for a Commodity Code Click the search…link to search for a Commodity Code for your service.
132. Commodity Codes Commodity Codes New Commodity Codes are more general Search by broad topics in Description For a list, refer to http://www.purchasing.ufl.edu/departments/myufmarket/resources.asp Enabled catalogs prepopulate Commodity Codes
133. Tips on Using Commodity Codes Tips on using Commodity Codes For a line item for freight use the same commodity code as the item being purchased For hotels for conferences, if second line item is Audiovisual, use code for conference/hotels/meeting facilities 90110000
134. Selecting a Commodity Code Enter a keyword in the Description contains…field. Remember, use broad topics. Click the Select button to add your choice to the form.
135. Completing Information on the Form User Tip UOM or Unit of Measure is always a “1” for requesting a Service. Complete this information for all service requests.
136. Adding Form to Active Cart as Line Item Add form to cart as line item by using the action dropdown at the top. User Tip To add a second line, select “Add to Cart and Return.”
137. Reviewing Cart Double-click on the item line to return to the form to edit. The form symbol shows this came from a form. Click on open form… to view more.
138. Moving to Requisition After clicking Proceed to Checkout, complete Shipping, Billing, PO Business Unit and ChartFields. Click the Edit button in each section to complete.
139. Distribute by Amount To distribute by Amount, click the Edit button on the right to change.
140. Distribute by Amount Select Amount or Quantity for this requisition.
141. Internal and External Notes and Attachments External Notes go to vendor. Click the Edit button. This one has been completed. Internal Notes go to approvers and are visible to all. Click the Edit button. This one has been completed. User Tip To add attachments, click on the add attachments... link.
142. Placing the Order Click Place Order to submit requisition to approval workflow.
143. Order Confirmation Page Get Requisition ID number here. Click on My Requisitions to check workflow or click the Requisition number on this page to view requisition!
144. Checking Workflow Check workflow – the requisition was Not enabled vendor Not contract vendor < $2000.00 Therefore, will route to Department Financial Approver Buyer Sourcing
145. PR Approvals Page and History Page PR Approvals page with workflow diagram and History page with Actions/Notes.
146. PR Approvals Page and History Page Click the View Approvers link to get information on the approvers.
147. ISP Form - Internal Service Provider If you are using an Internal Service Provider Forms > Organizational Forms >UF Internal Service Provider Forms Select the form by vendor name For example, CNS Telecommunications Each form is tailored to the vendor Read the instructions at the top When complete, use the "Add and Go To Cart" selection using the drop down
148. Blanket Purchase Orders No blankets allowed on enabled vendors Use Amount Only Request for Goods form in myUF Market Refer to Purchasing website
149. UPK Exercise 4 We’re going to open the simulation together Start by clicking the link below to get to the training blue screen Click on PST073 myUF Market Click on 4. Using a Form for Service in myUF Market – Copier Maintenance Click on Try It or Know It and follow the steps in your handout Raise your hand if you have questions Classroom Desktop Exercises Screen
150. Unit 4 – Purchasing Practice and Shopping With the Non-Catalog Item Form In this unit, we will - Purchase a Non Catalog item - for this example we will buy an asset - Process a split distribution Understand Header vs. Line Editing on the requisition - Look at asset workflow in myUF Market
151. Who is Purchasing? The role of Purchasing on campus Purchasing is the only University department authorized to commit funds for the acquisition of commodities or services It is the initial point of contact for service contracts and agreements prior to any obligation or commitment by the University Purchasing is the system administrator for myUF Market For more policy guidelines – PRO305 Purchasing 101 (Purchasing Policy) class
152. Contracts at UF University Contracts have already taken these into account A vendor agrees to: Furnish item(s) or services at a specified price Within a prescribed period of time, such as three, six, nine, or twelve months Provide service level agreements such as shipping or on-site rep Part of “Best Value”!
153. Quote Levels UF policy requires: Less than $5,000 - no quotes required $5,000 to $25,000 - two or more verbal quotes, referenced in Internal Notes $25,000 to $75,000 - two or more written quotes, attached to Internal Attachment
154. Purchasing Preparation User Tip To budget check, use the instruction guides, “KK Budget Inquiry” for Grants, State Appropriations and Cash-Based. See Toolkits at http://www.hr.ufl.edu/training/myUFL Let's discuss these as preparation for a purchase Quotes Freight terms Delivery time Payment terms Quote expiration Budget Checking before purchasing No pre-encumbrance Split distributions and ChartFields Freight and commodity codes
155. Using the Non-Catalog Item Use the Non-Catalog Item form when enabled vendors do not contain what you need
156. Using the Non-Catalog Item Completing the Non-Catalog form Search for the Supplier (Vendor) Enter a Description Enter Quantity Price per unit Unit of Measure Commodity Code
157. Using the Non-Catalog Form For this example, we are going to Buy a Segway scooter from a vendor we used last year Use the Non-Catalog form to purchase from a non-enabled vendor
158. Starting the Non-Catalog Item Form Click the Non-Catalog Item link to begin.
159. Searching for the Supplier Enter the vendor name in the Enter Supplier field to find the vendor.
160. Searching For the Supplier As you type in the vendor name, the search will autocomplete with options. Click the vendor to add to the form. If you do not find your vendor, click the selection at the bottom that reads, “Click here to view more supplier results.” A longer list will appear with another search field to search again.
161. Completing the Non-Catalog Item Form Enter the rest of the needed information such as: Description Catalog number Quantity Price Estimate Unit of Measure Commodity Code Click Save and Close to add to cart.
162. Non-Catalog Item in Cart The book symbol with an arrow represents a non-catalog form.
163. Header or Line by Line Editing by Header or Line by Line Most editing of the requisition can be done either at the Header or Line by Line Split Distributions – only at Line Level Distribute by – only at Header Level Use tabs at the top to ensure you are at the line level when needed Check to make sure where you are Let’s buy the Segway with a split distribution
164. ChartFields at Header and Line Levels Use the Chart of Accounts Fields tab to enter at line level. Example of ChartFields differing at Header level and Line Level – this requisition has three lines.
165. Split Distributions Split Distributions Do a split distribution when sharing the cost between two or more ChartField strings In myUF Market, ensure you enter the split at the Line Level not the Header Click the Chart of Account Fields tab at the top to edit at the Line Level In the Line Item row, click the Edit button for “Accounting Codes 1”
166. Edit Button at Line Level for Accounting Codes Click the Chart Fields step to view line level ChartFields
167. Edit Button at Line Level for Accounting Codes Click the Edit button at the Line Item Level.
168. Split Distributions Split Distributions Enter first ChartField string Scroll to the far right in the requisition Click the link “Add Split” System adds a second ChartField line Modify and complete Click the Recalculate/Validate link Complete and click the Save button
169. Splitting a Distribution – Add Split link 1. Complete the first line then scroll all the way to the right. 2. Click the add split link
170. Splitting a Distribution – Price or Quantity The system adds a column with a dropdown, to split by price or quantity. For this example, we're splitting the cost, so select by price.
171. Splitting the Distribution – Entering Amounts Enter the amounts being split, not the percentages. Scroll to the left to complete the ChartFields entry for the second split.
172. Splitting a Distribution – Completing Second Row Add Split also copies entered information from the first row to the second. Modify as needed.
173. Using the Recalculate/Validate Values Link Click the recalculate/validate values link. It will check ChartFields and sum the total. Total is now complete.
174. Here is the split distribution after saving the ChartFields.
175. Preview the Requisition’s Workflow Before placing the order, preview the workflow path by clicking PR Approvals.
176. Preview the Requisition’s Workflow Step 3 Routes to Commodity Approver if: Commodity Codes refer to high dollar computer or biohazards, etc. for approval outside of Department or Purchasing Services. Step 5 Routes to Purchasing Services Buyers based on Commodity Codes for approval. Step 2 Routes to Financial Approver if: Non Catalog vendor used Over $2000 Step 4 System runs Budget Validation - ChartField string and Budget Availability validated against the myUFL system Step 1 Combo Edit Validation - ChartFields validated against myUFL Step 6 System creates a Purchase Order
177. Overview of PO Workflow User Tip Take the class PST120 Asset Management and PST501 myAssets Online Step 2 Asset Management approval if Account Codes with 78 used Certain commodity codes and $5000 or more per line Certain account codes and $5000 or more per line Step 3 System dispatches PO to vendor. Step 1 System revises PO format for dispatching . Step 4 PO Export into myUFL, Except PCard.
178. Order Confirmation Page Get the Requisition ID from the Confirmation Page. Click My Requisitions and then click the ID number to view the Requisition. Click the PR Approvals tab to view workflow.
179. UPK Exercise 5 We’re going to open the simulation together Start by clicking the link below to get to the training blue screen Click on PST073 myUF Market Click on 5. Purchasing a Non Catalog Item with a Split Distribution Click on Try It or Know It and follow the steps in your handout Raise your hand if you have questions Classroom Desktop Exercises Screen
180. Unit 5 – Working With Approvers and Fixing Requisitions In this unit, we will - Track the status of orders - View approval workflow notes and actions Correct rejected requisitions by copying to a new cart, editing and resubmitting Look at new feature – Returning requisitions and adding Comments Requestor's Tools - PR Preview - My Requisitions and PR History - History
181. Approver Actions Approvers can Modify a requisition (with a note explaining why) Reject some lines in a requisition and approve others This is a partial requisition Approve or reject the entire requisition All changes tracked in History Simply return a requisition Becomes a Draft Cart
182. Using the Dashboard Use the Action Items Dashboard to stay updated to the status of your requisitions! Terminology Check Returned = returned by an approver and becomes Draft Cart in Draft Carts page.
183. Viewing Requisitions Rejected requisitions show 0.00 Terminology Check Rejected = Denied 183
184. Requisition Status Legend Click Legend on any page to understand icons for that page. 184
185. Fixing a Rejected Requisition Filter for Rejected requisitions. To find the reason why, click the Requisition No. 185
186. Fixing a Rejected Requisition Click History to find the reason why it was rejected.
187. Approval Workflow Error Messages Notes on History page are either: System error messages Notes written by approvers or buyers Click more… to get complete note. 187
188. Fixing a Rejected Requisition Select Copy to New Cart
189. Fixing a Rejected Requisition Return to your requisition and copy it to a new cart This is the only way to edit it Fix the problem Place the order The History page will record a new requisition was made from a previous one and submitted
190. Fixing a Returned Requisition Returned Requisitions are in the Draft Carts page – simply click the Cart Name to open, edit and resubmit!
191. Comments Any approver may add a comment to the requisition as it progresses through workflow and select to whom the system will e-mail the comment. Use the Reply To link to reply to the comment in the Comments tab. Comments will display on the History page An attachment to the comment will become an internal attachment in the requisition.
192. Sign Up for E-mail Notifications Set up your e-mail notifications to alert you when approvers reject lines or requisitions Use the instruction guide, “Setting Up User Profiles” This will also alert you to Returned requisitions! E-mail notification selections now default in according to your Security Role You may override these anytime
193. Automatic E-mail Notifications The system will automatically send notification e-mails to the shopper and the requestor when an assigned cart has received no activity after four days, and to a Shopper when his/her cart has been consolidated A follow-up e-mail will be sent seven days later, followed by a final e-mail in another seven days
194. Using the Search For Dropdown Use the Search feature to find PRs, however it will not find a Returned requisition until it becomes a PR again.
195. UPK Exercise 6 We’re going to open the simulation together Start by clicking the link below to get to the training blue screen Click on PST073 myUF Market Click on 6. Fixing a Rejected Requisition Click on Try It or Know It and follow the steps in your handout Raise your hand if you have questions Classroom Desktop Exercises Screen
196. UPK Exercise 7 We’re going to open the simulation together Start by clicking the link below to get to the training blue screen Click on PST073 myUF Market Click on 7. Using the Search Export to Research POs and Requisitions Click on Try It or Know It and follow the steps in your handout Raise your hand if you have questions Classroom Desktop Exercises Screen
197. Unit 6 – User Profiles and E-mail Notifications Setup In this unit, we will learn - How to set up our User Profile - How to set up and review our E-mail Notifications Talk to your Shoppers about setting up their User Profiles
198. Setting Up Your Profile Click Profile at the top. Refer to the instruction guide, “Setting Up Your User Profile”.
199. Navigating to Billing and Shipping Addresses Click Purchasing. Click Addresses for Ship To and Bill To.
200. Navigating to ChartFields Setup For ChartFields, click Purchasing >Custom Fields.
201. User Profile Setup User Tip Refer to the instruction guide, “Setting Up Your User Profile”. Set up default items that autopopulate the fields of a requisition Set up items to show in drop downs on the requisition to save you from searching for them
202. E-Mail Notifications E-mail Notifications My Profile > User Settings > Email Preferences Check the box to select when you would like to be notified Be selective These notifications differ based on role Some are pre-selected per your role and you may override if needed
203. UPK Exercise 8 We’re going to open the simulation together Start by clicking the link below to get to the training blue screen Click on PST073 myUF Market Click on 8. Setting Up a User Profile Click on Try It or Know It and follow the steps in your handout Raise your hand if you have questions Classroom Desktop Exercises Screen
204. Resources and Additional Information
205. Related Workshop PST971 Paying Your Vendors For Voucher Processors, will cover Multi-line Voucher Encumbered/Unencumbered Voucher PST956 Journal Entry: Online Journal Entry E2E Journal Entries PRO305 Purchasing 101 Directives and Policy for Purchasing
206. Important Contact Info myUF Market Call 392-1331 | e-mail: myufmarket@ufl.edu PURCHASING Call: 392.1331 | e-mail: purchasing@ufl.edu PCARD Call: 392.1331 | e-mail: pcard@ufl.edu DISBURSEMENTS Call: 392.1241 | e-mail: disbursements@ufl.edu TRAVEL Call: 392-1245 | e-mail: travel@ufl.edu Join the Accounting listserv, UF-ACC
207. Evaluations and Sign Roster Please give us your thoughts on today’s class to make it better Click on the Evaluation link on the blue screen on your computer Please complete Please respond to e-mail evaluation within three days of course! Please sign roster as you leave for credit Thank you!
208. Thank you for attending today’s workshop! In partnership with Purchasing Services