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INTRODUCTION TO ePROCUREMENT. eProcurement Class Agenda Introductions Benefits of eProcurement Orientation to eProcurement Terms youll hear Place an order.

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Presentation on theme: "INTRODUCTION TO ePROCUREMENT. eProcurement Class Agenda Introductions Benefits of eProcurement Orientation to eProcurement Terms youll hear Place an order."— Presentation transcript:

1 INTRODUCTION TO ePROCUREMENT

2 eProcurement Class Agenda Introductions Benefits of eProcurement Orientation to eProcurement Terms youll hear Place an order using hosted and punchout catalogs Order status definitions Searching (basic and advanced) eProcurement reports

3 Introductions Name Department Primary products youll purchase, or currently purchase Level of familiarity with eProcurement

4 eProcurement Benefits Pre-negotiated Contracts – Volume and Non-volume pricing discounts – Frequently no delivery charge – Dedicated support staff – Better return policies Quotes (scientific, technology & furniture) Helps with reconciliation & records retention Links to online invoices from MyFD

5 Orientation to eProcurement My Documents: Show the status of an order To Do: Appears if you are a watcher or approver (defined later) Search Area for orders, not products Start placing an order & search for suppliers

6 eProcurement Access Any staff UW NetID can place an order – Pre-Approved Preparer – Approver – Watcher Must contact Administrator if you need one of the roles above LEARN MORE: /eprocurement//roles

7 Terms Youll Hear & Use Requistion: Internal number given to an in-process order. Not seen by suppliers. Purchase Order: External number given to suppliers to confirm placement of order. How suppliers track an order. Punchout Catalog: Users are directed to a supplier website to search for and order products. Hosted Catalog: Catalog items stored within Ariba. Searching for, and ordering, products is performed within eProcurement module.

8 eProcurement Demonstrations https://ar.admin.washington.edu/AribaBuyer/uw/login.asp https://ar.admin.washington.edu/AribaBuyer/uw/login.asp PurposeVendorNotes Demo #1Simple Punchout Catalog Order Office Depot____________________________ ____________________________ Demo #2 Hosted Catalog Changing budget # Changing address Split accounting Changing quantities Haakenson____________________________ ____________________________ Demo #3 Machine & Equipment (M&E) Adding labels Adding Project Cost Accounting (PCA) VWR International ____________________________ ____________________________

9 Order Status Definitions & Process Order StatusComposingSubmittedOrdered This means that the order……….. has not been submitted, or released to the supplier. has a requisition ID for internal purposes has not yet been approved by ASTRA authorized approver has a requisition ID for internal purposes has been submitted to the supplier and has either an EI or EP PO number (found on the order summary) will have both a requisition ID and a Purchase Order #

10 Searching for Orders Order # Requisition # Labels NOTES: _______________________________________ _______________________________________ _______________________________________ _______________________________________ _______________________________________

11 Advanced Search Search by NetID – Supplier – Period of time NOTES: _______________________________________ _______________________________________ _______________________________________ _______________________________________ _______________________________________

12 eProcurement Reports Hugely helpful reports! – Invoicing – Prior orders by commodity NOTES: _______________________________________ _______________________________________ _______________________________________ _______________________________________ _______________________________________

13 Who to Contact and When? Supplier See supplier attribute guide erce/eprocurement/suppliermatrix IMPORTANT: Youll need to provide them with the Purchase Order # (eg: begins with EI or EP) erce/eprocurement/suppliermatrix Procurement Customer Support or Shipment is delayedSystem problem Product identificationHelp using Ariba* (editing orders, reconciling, applying labels, retrieving quotes, etc) *does not include eTravel Product returnsAdvanced reporting Customized quotesDelayed invoicing

14 Mighty Helpful Resources Supplier Attribute Guide – /fm/ps/ecommerce/epro curement/suppliermatrix /fm/ps/ecommerce/epro curement/suppliermatrix eLearnings – /fm/ps/ecommerce/epro curement/onlinetrain /fm/ps/ecommerce/epro curement/onlinetrain Quick Guides – /fm/ps/ecommerce/epro curement/documentation /fm/ps/ecommerce/epro curement/documentation

15 Super Dooper Important Homework! Set up user profile – ps/ecommerce/eprocuremen t/documentation ps/ecommerce/eprocuremen t/documentation Fill out our post-class survey (youll get an from us).


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