FITC P2P: Requisitions Refresher Financials in the Cloud FITC P2P: Requisitions Refresher

Welcome to R13 Refresher Training! R13 went into production the weekend of Oct 12th. While basic functionality is not changing, there are some changes to the layout and navigation of the shopping/purchase requisition page. PURCHASING

Learning Outcomes Purchase Requisitions homepage Requisition Creation Overview Requisition Preferences Shopping Requisition Reassignment Editing and Submitting Bell Notifications and BPM worklist Manage Requisitions Questions PURCHASING

FITC Shopper and SSC Training ACCESS AND NAVIGATION FITC Roles Name What the role can do Who will get this role Shopper Shop in FITC. Creates purchase requisitions. Employees who need to shop for goods or services. SSC Requester Finalize and submits requisitions SSC Staff Approver SSC, Departmental, and Central Office Staff, review purchases to insure they are in compliance with University Policy and Procedures as well as budgetary review. SSC Staff, Central Office’s – Payables, Procurement, Leadership, Departmental Leadership, University Leadership FITC Shopper and SSC Training PURCHASING

FITC Shopper and SSC Training FITC P2P Quick Tips Quick Tips FITC works best in Firefox Confirm Business Unit prior to shopping Set up User specific preferences to save time, specifically building and accounting favorites One Supplier per Requisition One Deliver to Location per Requisition Check Negotiated box and Supplier Site for every line of a noncatalog Requisition FITC Shopper and SSC Training PURCHASING

FITC Shopper and SSC Training ACCESS AND NAVIGATION FITC homepage Navigator - Home - Favorites - Watchlist - Notifications - User Information - Springboard – Purchasing module - PURCHASING FITC Shopper and SSC Training

Purchase Requisitions

FITC Purchase to Payment Lifecycle REQUISITIONS FITC Purchase to Payment Lifecycle Shopper starts Order/Requisition Order/Requisition Reassigned to SSC SSC completes Requisition and Submits into workflow Requisition Approved - PO  Created & distributed to Supplier Invoice received and entered by Payables – PO closes Payment made to Supplier – cycle ends PURCHASING FITC Shopper and SSC Training

Purchase Requisitions homepage For KURES central office Purchaser only FITC Shopper and SSC Training PURCHASING

Edit Requisition Preferences REQUISITIONS Edit Requisition Preferences Set up Preferences for both Business Units (if you use both) Reminder! Check Business Unit prior to creating a requisition See Building Codes on FSRC for Deliver-to Locations Click Pencil icon to edit We recommend SSC’s setup Favorite Charge Accounts OR Shoppers DO NOT set up Favorite Charge Accounts More Tasks: Update Requisition Preferences PURCHASING FITC Shopper and SSC Training

Supplier Information Suppliers New in R13 Supplier Keyword Search! submit the Supplier Request Form to add/update suppliers FITC Shopper and SSC Training PURCHASING

Suppliers Concur Suppliers in FITC Supplier Type must be Employee or Student Traveler for all Concur suppliers If supplier is set up with an Organization Type of Individual and Supplier Type Individual, you must submit a Supplier Request form to update supplier profile before requesting user to be added to Concur

Suppliers Concur Suppliers in FITC Supplier Site must be TER and the Site Assignments within that site must have the Business Unit for which the expense report is being paid. If the Site Assignment for the business unit you need is not listed you will need to update supplier profile before requesting user to be added to Concur.

How do I Shop in FITC? Purchase Requisitions PURCHASING FITC Shopper and SSC Training

Using Search to shop for items REQUISITIONS Using Search to shop for items PURCHASING FITC Shopper and SSC Training

Shop: Punchout Catalog REQUISITIONS Shop: Punchout Catalog Shop by Category: Punchout and Hosted Catalogs are listed alphabetically Click the Supplier link to shop directly in supplier website Punchout Suppliers will not have a drop down arrow next to Supplier name Top Categories Click Supplier icon to shop Punchout catalogs have an orange box around the icon Shop in the Supplier’s site Submit cart to return to FITC Items appear in active shopping cart Click the Shopping cart Click Review to finalized before Submit Do NOT Submit from this page *Staples is the only supplier with a $35.00 minimum. All other suppliers are $5.00. PURCHASING FITC Shopper and SSC Training

FITC Shopper and SSC Training REQUISITIONS Shop: Hosted Catalogs Click Shop by Category or Top Categories to select Hosted Catalog supplier Arrow drop down next to Supplier shows Categories Hosted Catalogs do not have an orange box around the icon Highlight line Click Add to Cart Click the Shopping cart Click Review to finalize before Submit Do NOT Submit from this page FITC Shopper and SSC Training PURCHASING

FITC Shopper and SSC Training REQUISITIONS Shopping List - Hosted Catalog Click a Hosted Catalog or use Search function Select item Click Add to Shopping List Shopping list appears on Purchase Requisition shop page Click Create Shopping List to Manage Shopping Lists FITC Shopper and SSC Training PURCHASING

Enter Requisition Line REQUISITIONS Enter Requisition Line Be descriptive, include catalog # FITC Shopper and SSC Training PURCHASING

FITC Shopper and SSC Training REQUISITIONS Noncatalog Request Click Add to Cart Click the Shopping cart Click Review to finalized before Submit Do NOT Submit from this page FITC Shopper and SSC Training PURCHASING

FITC Shopper and SSC Training REQUISITIONS Edit Requisition PURCHASING FITC Shopper and SSC Training

Edit Requisition: Header - Adding Attachments REQUISITIONS Edit Requisition: Header - Adding Attachments Type: file or text  Category Internal to Requisition: stays on requisition, does not appear on a PO To Buyer: buyers & requesters can view, attachment goes on PO but not to supplier To Supplier: buyers & requesters can view, goes on PO & to supplier (not for Punchouts) File Name: file name or comment box Title Line level notes & attachments available PURCHASING FITC Shopper and SSC Training

Edit Requisition: Billing REQUISITIONS Edit Requisition: Billing Funding is entered by SSC personnel Add or Edit funding in Charge Account Enter or verify Work Order/Store Room fields - Campus Operations Split funding Projects Enter Project Info in the POET *Click Save POET Project – Expenditure Organization – Expenditure Type - Task PURCHASING FITC Shopper and SSC Training

Edit Requisition: Requisition Lines REQUISITIONS Edit Requisition: Requisition Lines Tip: Highlight each line to check billing, shipping info, and Supplier Site & Negotiated Box for Noncatalog orders. Actions Duplicate, Edit or Delete lines Modify quantity Radio-Active or Requiring Special Approval? Procurement Policies FITC Shopper and SSC Training PURCHASING

Save & Reassign from Recent Requisitions Save and Close - (Drop down arrow next to save) closes requisition – user will have no active carts Click the Description to open Click Actions Select Reassign Enter assignee Check box to send notification Click OK FITC Shopper and SSC Training PURCHASING

Save & Reassign from Manage Requisitions Save and Close - (Drop down arrow next to save) closes requisition – user will have no active carts Click Manage Requisitions Highlight one or more requisitions to reassign Requisitions in any Status may be reassigned Click Actions Reassign Enter assignee Check box to send notification Click OK FITC Shopper and SSC Training PURCHASING

Reassigned or Incomplete Requisition in BPM Worklist REQUISITIONS Reassigned or Incomplete Requisition in BPM Worklist Bell > More Details > My Tasks > Assigned Click Requisition Click Actions > Edit Complete Requisition Details Submit PURCHASING FITC Shopper and SSC Training

Receiving an Reassigned Requisition REQUISITIONS Receiving an Reassigned Requisition FITC FYI Notification viewed by clicking the Bell Open Link Click View Requisition Details Actions > Edit Review the requisition, add necessary info Submit *FYI messages are dismissed when viewed or by click Dismiss in task Email Notification Open Link Click View Requisition Details Actions > Edit Review the requisition, add necessary info Submit FITC Shopper and SSC Training PURCHASING

Edit an Incomplete Requisition REQUISITIONS Edit an Incomplete Requisition Recent Requisitions Click description of an Incomplete Requisition to open Click Actions Edit OR Manage Requisitions Highlight line with status of Incomplete Click Actions Edit FITC Shopper and SSC Training PURCHASING

Submit into workflow & other options from Edit Requisitions page Tip: Click Manage Approvals before submitting to view future workflow FITC Shopper and SSC Training PURCHASING

Additional Information Request REQUISITIONS Additional Information Request Using Email Click Submit Info Link from email Type comments Add any Attachments Send Much easier! Purpose Provides approver with additional information via attachment and/or comment If an attachment is added, user MUST click Actions > SAVE before submitting info. Once task is complete, select Actions > Submit Information View in Notifications, BPM worklist, or email notification BPM: find task with ‘?’ Add comments and/or Attachments SAVE if adding an attachment Click Submit Information Tip: information added in the task is routed to approver only. Attachments will not be added to requisition. FITC Shopper and SSC Training PURCHASING

FITC Shopper and SSC Training REQUISITIONS Manage Requisitions Entered By = user who submitted requisition Requisition number Description Requester = shopper Order = PO Number Tip: For an open search: **Requisition – ‘L’ for UKANS ‘R’ for KURES **must have at least one field filled out FITC Shopper and SSC Training PURCHASING

Manage Requisitions - Actions Duplicate: action will create a new requistion, duplicating the line selected Delete: action only available to requisitions in a state of ‘Incomplete’ Export to Excel: exports data to excel Cancel Requisition: action will cancel requistion highlighed. If the requistion has an assiged PO number (order), do not cancel, complete a Change Order to cancel PO if order needs to be canceled. (Requisitions must be in status of, Rejected, Withdrawn, or Approved with No Order assigned) Edit: opens requistion up to edit Reassign: click to reassign requistion to another user. Requisitions in any Status may be reassigned. Reassigned requisitions will disappear from this list and only be available to the user it was reassigned to. Query by Example: opens search fields to filter results View Document History: click to view history of requisition Advanced Search: available, opens up search to ‘contains’ etc PURCHASING FITC Shopper and SSC Training

FITC Shopper and SSC Training REQUISITIONS View Document History PURCHASING FITC Shopper and SSC Training

FITC Shopper and SSC Training REQUISITIONS View Document History Document History View Requisition status View Requisition details Time/date submitted Time/date approvals Comments added in workflow Approver rejection comments in Additional Information Click Submit Requisition to view workflow PURCHASING FITC Shopper and SSC Training

FITC Shopper and SSC Training View Rejection Reason System Auto Rejections Scroll down and see the workflow chart Hover over the workflow step with Requesters name ‘X’ View Rejection Reason PURCHASING FITC Shopper and SSC Training

System Auto Rejections Top Reasons Approvers Reject Requisitions Req less than 5 – Requisitions must be at least $5.00, any amount under will reject KURES Fund-LE Rejection– KURES BU using funds 000-900 UKANS Fund-LE Rejection– UKANS BU, using fund starting with a ‘9’ UKANS Invalid Fund Rejection– UKANS BU, using fund in 000, 001 Incorrect account code Insufficient justification or supporting documents Failed to meet Purchasing Policies Agreement/contract (Supplier Site) was not selected Multiple suppliers on one requisition Negotiated box not checked Using noncatalog request instead of hosted/punchout Ordering from wrong supplier Procurement: Mandatory Contracts Procurement: Technology Standards

REQUISITIONS Purchase Orders

Reviewing a Purchase Order PURCHASE ORDERS Reviewing a Purchase Order Manage Requisitions Use search to find Requisition Approved requisitions will have a PO# in Order field Click on PO Number to open Tip: In a Requisition click View Life Cycle and scroll to the bottom of the page to view Invoice details. FITC Shopper and SSC Training PURCHASING

Reviewing a Purchase Order PURCHASE ORDERS Reviewing a Purchase Order PURCHASING

A cancelled PO cannot be re opened PURCHASE ORDERS Change Orders change quantity, when reducing items ordered or for match exceptions (exceptions less than 10% or $100.00 will automatically pay) change amount or price on a Non Catalog Purchase Order cancel a line on a PO (example, backordered item that will not be received) cancel a PO if it has not/will not be Invoiced (example, paid with non PO invoice, PO canceled with supplier) A cancelled PO cannot be re opened Change Order Form: https://procurement.ku.edu/all-forms POs must be cancelled with the Supplier prior to submitting a change order PURCHASING

FITC Shopper and SSC Training Workflow Workflow Summary of workflow rules: -UKANS greater than $1,000 route to cost center approver -Project requisitions, regardless of dollar amount, route to cost center approver -Subcontracts route to KURES Buyers -Requisitions using software accounts, route an IT approver -Noncatalog requests flagging Special Approval route to UKANS or KURES Buyers -UKANS greater than $3,000 route to UKANS Buyers & Central Audit -KURES greater than $3,000 route to KURES Buyers & Central Audit -UKANS requisitions between $50,000-100,000 routes to UKANS Management -KURES requisition less than $3,000, not a punchout, routes to KURES Central Audit PURCHASING FITC Shopper and SSC Training

Common Help Desk Tickets Questions Common Help Desk Tickets FITC 1. Access and Training 2. Change Orders 3. Category missing 4. Workflow Chart- Rejection Reason, Where is my Requisition sitting 5. Redistribute PO Concur 1. Supplier ID or Address Missing/Wrong Non PO Invoices 1. Rejection reason 2. Asset information 3. How to resolve holds/budget dates. How to cancel, or validate 4. POET issues PURCHASING

Financial Systems Resource Center Site FINDING HELP INFORMATION Financial Systems Resource Center Site Browse to https://mycommunity.ku.edu. Log in using your KU Online ID and password. Select SharePoint. Search for and select Financial Systems Resource Center. Choose FITC P2P for training guides. Tip: Follow the FSRC site to find it again later. Glossary Terms Crosswalk Training Documentation P-Card Policies System links PURCHASING FITC Shopper and SSC Training

Questions PURCHASING

PURCHASING Help site: kansas.sharepoint.com/teams/FSRC P2P Helpdesk Aimee Bergmann (4-6136) Jody Lin (4-6411) Amanda Maly (4-4919) Lori Gutsch (4-5616) Procuretopay@ku.edu Training courses available on MyTalent.ku.edu PURCHASING