e1 indirect purchases training course v4 purindpur steve churchill bsa purchasing l.
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E1 – Indirect Purchases Training Course (V4) PURINDPUR Steve Churchill BSA Purchasing. Agenda Day 1. Session 1 Day 1 13:00 – 16:30. Why are you here ? …Role of Delegated Purchaser Questions on role of Delegated Purchaser What’s in a name ? Fusion, ERP, JDE, E1 …. Cost centres.

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agenda day 1
Agenda Day 1

Session 1

Day 1 13:00 – 16:30

  • Why are you here ? …Role of Delegated Purchaser
  • Questions on role of Delegated Purchaser
  • What’s in a name ?
    • Fusion, ERP, JDE, E1 ….
    • Cost centres.
  • Administration
    • User names etc
  • Basics
    • Log on/off
    • Passwords
    • Task Properties
  • Coffee Break
  • Create Non Stock PO.
agenda day 2
Agenda Day 2

Session 2

Day 2 9:00 – 16:30

  • Purchasing Transactions
    • Create Non Stock & CapEx POs
      • Walkthrough Exercise WT1
      • Walkthrough Exercise WT 2 (Create OF)
    • Coffee Break (10:30)
    • Updating Non Stock PO – WT3
      • Walkthrough Exercise WT 3
    • PO Inquiry & PO Exit Toolbars
    • Approval Process Overview
    • Lunch Break (12:30)
      • Refresher Exercise – Create ON/OF
    • Printing Non Stock Pos
      • Walkthrough Exercise WT 4
    • Non Stock PO Receipt & Reversal
      • Walkthrough Exercise WT 5 End approx 3pm
why are you here
Why are you here ?
  • Currently Client Company spends about £20 million on Direct Purchases (Stock)- Materials used in Production - Raw materials & Packaging
  • But we spend in excess of £40 Million on Indirect Purchases - Non Stock and Fixed Assets.
  • Historically we have focused more on the Direct spends.
  • Many Non Stock purchases have been made without the use of a Purchase Order. This has meant Finance have been unable to budget for this expenditure properly.
  • So it is clear that moving forward the business needs to be more in control of our Indirect spend.
  • To achieve this, the business will be implementing a simple policy where Non Stock purchases can only be made using either an authorised PO or using a Procurement card
  • So we have to expand the number of people allowed to create POs for their cost centres.
delegated purchaser summary
Delegated Purchaser - summary
  • Requests from your department / cost centres will come to you
  • (email or paper requisitions).
  • If it less than £300 and you have a Procurement Card, you
  • should use this to make the purchase. (Pilot in Harefield)
  • If it is between £300 and £2000, you can raise the PO in E1
  • Or if it less than £2000 and you don’t have a Procurement Card
  • If it is more than £2000, you pass the request to the Purchasing
  • Manger in Harefield
  • If you place the PO, when it has been approved you will get an
  • email telling you this. You must then send the PO to the
  • supplier. (we will talk later how this can be sent automatically)
non stock purchasing cycle
Non Stock Purchasing Cycle

START

Originator Sends Email

Of their requirement to their Delegated Purchaser

Where Value is greater than

£2000 / €3000 the request is

Forwarded to a Purchasing Manager

Delegated Purchaser /

Purchasing Manager

posts a receipt when

the goods arrive

Delegated Purchaser / Purchasing

Manager prints the PO and sends it to supplier and notifies the originator that

the order has been placed

Once fully approved, a Notification of

Approval email is sent to the

PO creator.

PO is routed to Next level

of approval If required

delegated purchasing12
Delegated Purchasing
  • Questions on the Delegated Purchaser Role ?
what s in a name
What’s in a Name
  • FUSION – Project Name
  • ERP – Type of system (Enterprise Resource Planning)
  • JDE – Original Developers
          • Peoplesoft, Oracle.
  • E1 – New name for JDE world / One World
  • Cost Centres
    • In the Purchasing Screens, Cost Centres are also called Branch Plants.

Cost Centre numbers will change from those we have today :

eg UK01HR01, UK02MED02, UK02REG01, UK01GIT02

UK01 – Client Company Ltd

UK02 – Client Company Pharmaceuticals

user accounts
User Accounts

UserUser IDInitial Password

Fred Bloggs FBLOGGS FBLOGGS

Steve Churchill SCHURCHILL SCHURCHILL

delegated purchaser refresher
Delegated Purchaser - Refresher
  • Requests from your department / cost centres will come to you.
  • If it less than £300 and you have a Procurement Card, you
  • should use this to make the purchase. (Pilot)
  • If it is between £300 and £2000, you can raise the PO in E1
  • (Or if it less than £2000 and you don’t have a Procurement Card)
  • If it is more than £2000, you pass the request to the Purchasing
  • Manger in Harefield.
  • If you place the PO, when it has been approved you will get an
  • email telling you this. You must then send the PO to the
  • supplier. (we will talk later how this can be sent automatically)
approval overview fyi
Approval Overview (FYI)
  • As Delegated Purchasers, you can not approve Purchase
  • Orders. Access to the approval screens will only be given to
  • authorised approvers.
  • The role of the PO approver (usually budget owner) is to
  • ensure purchases requests do not exceed budget and are
  • appropriate for the business.
  • An Approver can delegate their approval authority (when they
  • are out of the office or on a more permanent basis)
  • The person who can approve a PO is defined in the cost
  • centres approval route – a file help in the new system
  • eMail (Outlook) is used to notify each approver when approval
  • is required, and to notify each Delegated Purchaser when a
  • PO has been approved or rejected
create non stock po header
Create Non Stock PO Header

Send Method

(Print, Fax, Email)

po send method
PO Send Method

Blank = Print

1 = Fax

3 = Email (limited use)

You can change 1 to Blank

Do NOT change Blank to 1

create non stock po details
Create Non Stock PO - Details

Order Status

Last / Next

220 / 230 – Order Created

230 / 230 – Order waiting for approval

230 / 225 – Order has been rejected

230 / 280 – Order has been approved & is ready to print.

280 / 400 – Order has been printed and waiting receipt

400 / 400 – Order has been partially received

400 / 999 – Order has been received & is closed

Status will update automatically

X

If warnings are given, click OK to clear the warning and proceed

create non stock po
Create Non Stock PO
  • When details have been added and you click OK, you are
  • taken back to the PO Header Revision screen
  • Click Cancel at the PO header unless you wish to create
  • another PO.
  • Then click close at the work with order details screen
create fixed asset po
Create Fixed Asset PO
  • Creating a Fixed Asset PO is the same as a Non Stock PO
  • except :
    • Use the OF order Type
    • Obtain the Asset Number from Finance and enter it into
    • the field
end day 1
End Day 1
  • Questions ?
  • Recap Day 1
  • Introduction to the Role of Delegated Purchaser.
    • Client Company Purchasing Web Site
    • Segregation of duties
    • Overview of Purchasing Cycle
  • E1 Common Foundation Basics
  • Create Non Stock PO in E1
  • Tomorrow – Hands on – User practice creation of Pos
  • PO Inquiry & PO Exits
    • Review of Approvals
    • Printing / Faxing POs
  • Receiving POs
  • Start at 9:00