Purchasing & Disbursements and Travel Services e-Pro and AP Workflow Updates and Lessons Learned May 25th, 2016 Nora Compean, Director of Disbursements and Travel Services Yvette Medina, Business Analyst, Purchasing and Distribution Services

Where We Are Now – –Workflow for AP and e-Pro Requisitions went LIVE 3/28/16 – –Training: Online training available for approvers: “Approval Workflow Process: Non-Purchase Order Vouchers and Requisitions” (PS0305). – –Go to under Online Training, under UTShare. Updated in-class training available for creators: “Processing of Non-PO Vouchers Using UTShare/PeopleSoft” (PS ). – –Enroll at Updated training available for “Purchasing Goods and Services” (PS ) – –Workflow for AP and e-Pro Requisitions went LIVE 3/28/16 – –Training: Online training available for approvers: “Approval Workflow Process: Non-Purchase Order Vouchers and Requisitions” (PS0305). – –Go to under Online Training, under UTShare. Updated in-class training available for creators: “Processing of Non-PO Vouchers Using UTShare/PeopleSoft” (PS ). – –Enroll at Updated training available for “Purchasing Goods and Services” (PS )

Requisition (ePro) Workflow Updates Getting a PO Requisition to PO Sourcing runs every two hours, starting at 9 AM Small dollar PO’s are issued on the run time hour, two hour wait is no longer needed Requisition Attachments At this time, Approvers can’t see attachments included on a requisition System update will change this, allowing attachments to be seen by approvers TBD when update will be implemented Getting a PO Requisition to PO Sourcing runs every two hours, starting at 9 AM Small dollar PO’s are issued on the run time hour, two hour wait is no longer needed Requisition Attachments At this time, Approvers can’t see attachments included on a requisition System update will change this, allowing attachments to be seen by approvers TBD when update will be implemented

AP Workflow Updates Documents will automatically reroute for approval if DTS makes changes to: Address on “Payment Information” tab Invoice # Payment terms (Note – We will be investigating if changes to fields like Invoice and payment terms can be exempted from the workflow process.) Documents will automatically reroute for approval if DTS makes changes to: Address on “Payment Information” tab Invoice # Payment terms (Note – We will be investigating if changes to fields like Invoice and payment terms can be exempted from the workflow process.)

AP Workflow Common Errors Vouchers routing for approval but held up at an approver’s electronic desk (follow up necessary) Vouchers are DENIED due to: – –Missing supporting documentation (creators must attach all supporting documentation for approvers to review) – –Incorrect chartfield string (incorrect account codes) – –Creators selecting the wrong “location tab” for Citibank payments. Correction locations are listed below. Location UTSA1 for Procard Location UTSA2 for CLIBA Location UTSA3 for TAC cards Location UTSA4 for OneCards Vouchers routing for approval but held up at an approver’s electronic desk (follow up necessary) Vouchers are DENIED due to: – –Missing supporting documentation (creators must attach all supporting documentation for approvers to review) – –Incorrect chartfield string (incorrect account codes) – –Creators selecting the wrong “location tab” for Citibank payments. Correction locations are listed below. Location UTSA1 for Procard Location UTSA2 for CLIBA Location UTSA3 for TAC cards Location UTSA4 for OneCards

AP Workflow Common Errors Selection of incorrect vendor when creating Requisition or Non-PO voucher (e.g. AT&T, MEP, Inc., etc.) PO Voucher Common Match Exceptions:   38% - Rule_R500 No receipts found POC required (Purchase Order Corrections)   22% - Rule_V400 Total amount already paid; pending invoice > PO amount + allowable % tolerance   18% - Rule_V500 Total amount already paid; pending invoice > PO amount + allowable amount tolerance   6% - Rule_V200 Total quantity already paid; pending invoice > available PO Quantity   6% - UTZ_E200 Invalid PO status   10% - Other Note: Match Exception Rules Translation Table Selection of incorrect vendor when creating Requisition or Non-PO voucher (e.g. AT&T, MEP, Inc., etc.) PO Voucher Common Match Exceptions:   38% - Rule_R500 No receipts found POC required (Purchase Order Corrections)   22% - Rule_V400 Total amount already paid; pending invoice > PO amount + allowable % tolerance   18% - Rule_V500 Total amount already paid; pending invoice > PO amount + allowable amount tolerance   6% - Rule_V200 Total quantity already paid; pending invoice > available PO Quantity   6% - UTZ_E200 Invalid PO status   10% - Other Note: Match Exception Rules Translation Table

Attachments - Common Errors Vouchers missing supporting documentation Scanned documentation pages are not in sequential order Scanned images of over 40 pages per digital file (recommended up to 40 pages) Irrelevant supporting documentation included in file (e.g. lengthy s, duplicates, etc.) Naming convention file exceeds limit of 20 characters Note: Scanning Requirements Vouchers missing supporting documentation Scanned documentation pages are not in sequential order Scanned images of over 40 pages per digital file (recommended up to 40 pages) Irrelevant supporting documentation included in file (e.g. lengthy s, duplicates, etc.) Naming convention file exceeds limit of 20 characters Note: Scanning Requirements

Notifications Currently - approvers receiving out of office notifications from DTS staff after workflow action Coming soon – – –Won’t receive out of office notifications – – notifications will be from – –More information in subject line Currently - approvers receiving out of office notifications from DTS staff after workflow action Coming soon – – –Won’t receive out of office notifications – – notifications will be from – –More information in subject line

Unexpected AP Workflow Issues – –Non-PO Vouchers created prior to 3/28/16 without proper supporting documentation have been deleted. Departments were contacted prior to help resolve errors. Vouchers will have to be recreated in PeopleSoft for processing. – –Mass Maintenance Process (end of month process to update accounting date to new month) Process causes vouchers that have routed for approval to “un-budget check”, losing the workflow history Back office is currently running a batch budget check process to “re-budget check” vouchers in order to restore workflow history A Change Request will be submitted asking that a step be added at the end of process to “re-budget check” vouchers No front office action needed – –Non-PO Vouchers created prior to 3/28/16 without proper supporting documentation have been deleted. Departments were contacted prior to help resolve errors. Vouchers will have to be recreated in PeopleSoft for processing. – –Mass Maintenance Process (end of month process to update accounting date to new month) Process causes vouchers that have routed for approval to “un-budget check”, losing the workflow history Back office is currently running a batch budget check process to “re-budget check” vouchers in order to restore workflow history A Change Request will be submitted asking that a step be added at the end of process to “re-budget check” vouchers No front office action needed

Unexpected UTShare Issues Another component’s implementation of T&E caused the following issues for UTSA: – –Encumbering of FY2014/2015 Travel Authorizations in “pending” status were budget checking, and as a result, encumbering funds. All campuses were affected. Status: SIS developed a SQL and corrected old Travel Authorization encumbrances as of 5/12/16 Another component’s implementation of T&E caused the following issues for UTSA: – –Encumbering of FY2014/2015 Travel Authorizations in “pending” status were budget checking, and as a result, encumbering funds. All campuses were affected. Status: SIS developed a SQL and corrected old Travel Authorization encumbrances as of 5/12/16

Resources Purchasing Contact Information: – –Send to purchasing at – –Contact your department assigned Procurement Specialist – –Contact Front Desk, ext DTS Contact Information: – –Send to DTS at: – –DTS Contacts: – –Contact Front Desk, ext Purchasing Contact Information: – –Send to purchasing at – –Contact your department assigned Procurement Specialist – –Contact Front Desk, ext DTS Contact Information: – –Send to DTS at: – –DTS Contacts: – –Contact Front Desk, ext. 4213