5 Change Order ProcessA change order in SciQuest is referred to as a revisionA user selects to create a revision on a PO and makes the necessary changesThe revision causes the PO to flow back through WFA message is sent to Banner to create the Change OrderHistory tab of the PO will reflect a change order was madeThe user is only required to change the PO in 1 system
6 SciQuest IFEP Banner Change Order Process PO Revision Initiated by userSciQuestAutomatic creation of Banner Change OrderIFEPChange Order validated and postedBannerRevised PO sent to supplier
7 Requirements for Change Order Integration Banner Finance Release 8.8Requires Banner Integration for eProcurement middleware (IFEP) Release 8.2Revisions in SciQuest must go through PO WorkflowExisting PO Create Integration is used
8 Integration Details PO Revision IFEP Middleware Finance Validations User needs specific permissionsThe PO must be totally approved in the SciQuest PO WorkflowAuthorized user performs “Finalize Revision”IFEP MiddlewareMiddleware determines that the PO Revision is a change to an existing POFinance ValidationsFinance API’s validate that the PO is eligible to be changedPO must be open, not canceledMust be postedItems to be changed must be openEncumbrance fiscal year must match PO Revision transaction dateFinance PostingCompleted and approved Change Order is posted to ledgersPosting process publishes a status update messageDispatch to SupplierSciQuest updates status to “posted” and dispatches the revised POPO now eligible for further revision
9 Live Demonstration of the Change Order Integration within SciQuest
10 Before Implementing – Determine Your Business Process PO Changes do NOT flow through requisition workflowWill need to determine who in the organization can make PO changes in SciQuestAre any additional PO workflow steps required for change orders?Should specific PO workflow steps by bypassed for change orders?
11 Change Order Process – Best Practices Have a select group of users (buyers) that can perform change ordersShoppers/Requestors will fill out a change order form in SciQuest that will detail what changes need to be made to certain PO’s.That form will be routed to the individuals designated to perform change orders.The change order will be done in SciQuest and subsequently in Banner.The requisition with the change order request will be approved and completed. (No PO gets created)
12 Frequently Asked Questions What SciQuest version must I be on?12.3 released in November 4th 2012What Banner Versions must we be on?Banner Finance 8.8 & IFEP 8.2 released November 30th 2012What can be changed on the PO?You may change quantities, prices, and FOAPAL elements.Does the change order get sent to the vendor?Depends, upon completing the revision you can specify if it should get resent to the vendor or not.Can the change order go through requisition workflow?No, the change order flows through PO workflow.Can additional workflow steps be created for change orders?Yes, additional workflow steps can be created. Contact SciQuest for further information.Are cancellations supported in the integration?Currently the cancellation of the entire PO is not supported. However, you can cancel specific PO items by updating the unit price of the PO items to 0 within SciQuest. When the change order is created in Banner, the individual item will be removed from the Banner PO.Are any other SciQuest customers using this?Yes, several customers are using this in production today. Reach out to your client partner for further details.