MNAO Workflow Requisitions, Check and Wire Request Forms Mazda’s automated solution to the Purchasing and Accounts Payable World

Purchasing Contacts Karissa Wu x76606 Thy Vo x76150 Elizabeth Aguilar x76479 Carlos Alvarez x76392

Training Agenda Requisition for a Purchase Order Check Request Wire Payment Request

Purchase Requisition Per the MNAO Purchasing Policy: The purchase order must be issued per the Delegation of Authority before the order is placed with the supplier, except when approved by MNAO Management.

MNAO Workflow - How to get there?

MNAO Workflow Homepage

Requisition Form Log in and system will bring you to the form. Enter all required info. Please note the form times out in 20 minutes.

Header Information Required info: Vendor, Ship To, Supplier Contact, Base Currency, Required Date, Approver, Fiscal Year

Pick Existing Vendor If the supplier has been qualified, you can select from the drop-down list. Otherwise, select New Vendor Info and enter required information.

New Vendor Information Back-up documentation is required for new vendors (i.e. quote, invoice, address on letterhead). Please attach to requisition.

Select Requestor Requestor information is automatically populated. However, you can change it if you’re entering a requisition on someone’s behalf. Note that all Workflow emails will be sent to the requestor on the requisition.

Select Approver Note that some approvers have multiple levels of approval depending on the nature of the business. Please select the appropriate one.

“Internal Communication” box Any internal communication To Management Quote attached Budget approval attached To Purchasing “Do not send PO to vendor” Amendment/addition to existing PO# Invoice received/attached IT approval attached or needed Appropriations Committee approval attached

Adding a Line Item Enter required information. See next slide for more details/explanation on data fields.

Purchase Order Line Item(s) Quantity and Unit Price Fields UOM = unit of measure, select appropriate one or use EA (each) Try to match the vendor quote Add additional lines for shipping and freight charges if applicable SAP Material Group – drop down listed by description Internal Order # - pick from list after material group is selected Tax box – defaults to taxable. The form calculates based on Orange County tax rate but payments will be made per the invoice. Always check box if item is taxable. Notes box within item entry screen (notes that print on PO for vendor reference). “Internal Communication” box - for internal communication only and does NOT print on PO.

Material Group Listed by description. Make sure the # matches your budget code.

Internal Order # If required, choose internal order#. Contact Fixed Cost if your order number is not displayed here.

Attachments Click on “Attachments” box on upper left corner of form to add attachments. Add supporting documentation as attachments Evidence of competitive bidding (competitive bid form or executive summary with supplier selection justification). $100k-$250k requires a minimum of 2 bids Over $250k requires a minimum of 3 bids Copy of the invoice (invoice needs to go to A/P for payment processing) Approval forms (P-02, Appropriations Committee form with approval signatures) Vendor quotations

Please label all attachments appropriately!

Requisition Form Item(s) added to your Requisition Form Copy function allows you to copy the line and only update certain info as needed. Click on “Put into Workflow” to submit. Do not Save. You cannot come back to continue the requisition.

Authorizing the Requisition All requisitions over $50k, require Fixed Cost approval. Requisitions to increase existing POs are reviewed and approved based on the total PO value (including the requested increase amount). All professional services requisitions require Fixed Cost approval. Any request with impact to IT will need IT approval. Management receives an automated e-mail requesting approval with a hyper-link. Approved requisitions are routed to Purchasing for issuance of the purchase order.

Fixed Cost Change Requests Requestors will receive a notice via e-mail that changes to the requisition are needed. Requestor accesses the requisition via hyper-link in e-mail notification. Fixed Cost change requests are detailed in the “Collaboration Notes” box. After changes are made per Fixed Cost’s direction, complete requisition in Workflow. Requisition is routed back to Fixed Cost for review.

Check Request How to get there?

Check Request Approved Transactions Only certain types of transactions are allowed on check requests. Please enter a requisition for a purchase order if your transaction is not on the approved transactions list.

Check Request Form All header info is similar to a requisition form, with the exception that Ship To and Supplier Contact are not on the form. However, an invoice is required to be attached to a check request. If you need special handling, please indicate in the “Description of Disbursement” box. Click on “Put into Workflow” to submit.

Wire Payment How to get there?

Wire Request Approved Transactions Only certain types of transactions are allowed on wire requests. Please enter a requisition for a purchase order if your transaction is not on the approved transactions list. *All payments in international currency should be on a wire request regardless of the transaction type. Please select currency from the drop-down list. If currency is not there, specify the currency needed in the “Description of Disbursement” box.

Wire Payment Form All info similar to a check request form. The only difference is the banking info which is required for any wires. Click on “Put into Workflow” to submit.

Banking Information To add banking info to an existing vendor, please contact Vanessa Yu in Treasury. Supporting documentation from Vendor is required. Invoice with the vendor’s banking information Bank Key – ABA# or SWIFT Code Wire instructions on company letterhead Original email from vendor with banking information

Vendor with banking info on file Once banking info is added to a vendor profile, it will appear on your next wire request for that vendor.

Questions? MNAO Workflow homepage has trainings and FAQs posted for future reference Contact Purchasing for assistance