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: http://f2.washington.edu/fm/ps/ecommerce /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 http://f2.washington.edu/fm/ps/ecomm erce/eprocurement/suppliermatrix IMPORTANT: Youll need to provide them with the Purchase Order # (eg: begins with EI or EP) http://f2.washington.edu/fm/ps/ecomm erce/eprocurement/suppliermatrix Procurement Customer Support eprocure@uw.edueprocure@uw.edu or 206-685-3558 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 – http://f2.washington.edu /fm/ps/ecommerce/epro curement/suppliermatrix http://f2.washington.edu /fm/ps/ecommerce/epro curement/suppliermatrix eLearnings – http://f2.washington.edu /fm/ps/ecommerce/epro curement/onlinetrain http://f2.washington.edu /fm/ps/ecommerce/epro curement/onlinetrain Quick Guides – http://f2.washington.edu /fm/ps/ecommerce/epro curement/documentation http://f2.washington.edu /fm/ps/ecommerce/epro curement/documentation

15. Super Dooper Important Homework! Set up user profile – http://f2.washington.edu/fm/ ps/ecommerce/eprocuremen t/documentation http://f2.washington.edu/fm/ ps/ecommerce/eprocuremen t/documentation Fill out our post-class survey (youll get an email from us).