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V2 E1 – Indirect Purchases Training Course (V4) PURINDPUR Steve Churchill BSA Purchasing.

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Presentation on theme: "V2 E1 – Indirect Purchases Training Course (V4) PURINDPUR Steve Churchill BSA Purchasing."— Presentation transcript:

1 V2 E1 – Indirect Purchases Training Course (V4) PURINDPUR Steve Churchill BSA Purchasing

2 V2 Agenda Day 1 Why are you here ? …Role of Delegated Purchaser Questions on role of Delegated Purchaser Whats 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. Session 1 Day 1 13:00 – 16:30

3 V2 Agenda Day 2 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 Session 2 Day 2 9:00 – 16:30

4 V2 E1 – Indirect Purchases Session 1 HAREFIELD

5 V2 Introduction to the role of Delegated Purchaser

6 V2 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.

7 V2 Delegated Purchaser - summary Requests from your department / cost centres will come to you ( 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 dont 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 telling you this. You must then send the PO to the supplier. (we will talk later how this can be sent automatically)

8 V2 Non Stock Purchasing Cycle Delegated Purchaser or the Purchasing Manager Raises PO PO is routed to the Budget Holder or their Delegated Approver For review and approval Rejected POs are closed and the PO creator Is notified by PO is routed to Next level of approval If required Once fully approved, a Notification of Approval is sent to the PO creator. Delegated Purchaser / Purchasing Manager prints the PO and sends it to supplier and notifies the originator that the order has been placed Originator Sends Of their requirement to their Delegated Purchaser Where Value is greater than £2000 / 3000 the request is Forwarded to a Purchasing Manager START Delegated Purchaser / Purchasing Manager posts a receipt when the goods arrive

9 V2 Client Company Purchasing web page

10 V2 Purchasing Principles

11 V2 Delegated Purchasing

12 V2 Delegated Purchasing Questions on the Delegated Purchaser Role ?

13 V2 Enterprise 1 (E1)

14 V2 Whats 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

15 V2 User Accounts UserUser ID Initial Password Fred BloggsFBLOGGS FBLOGGS Steve ChurchillSCHURCHILL SCHURCHILL

16 V2 E1 Log on

17 V2 Time for a break ? (14:30) Questions ?

18 V2 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 dont 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 telling you this. You must then send the PO to the supplier. (we will talk later how this can be sent automatically)

19 V2 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 (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

20 V2 Delegated Purchaser Task View

21 V2 Create Non Stock PO (ON) Exit Bar

22 V2 Create Non Stock PO Header Send Method (Print, Fax, )

23 V2 Create Non Stock PO Header

24 V2 PO Send Method Blank = Print 1 = Fax 3 = (limited use) You can change 1 to Blank Do NOT change Blank to 1

25 V2 Create Non Stock PO - Details If warnings are given, click OK to clear the warning and proceed Status will update automatically X 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

26 V2 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

27 V2 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

28 V2 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


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