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

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

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

4. 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.

5. MNAO Workflow - How to get there?

6. MNAO Workflow Homepage

7. 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.

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

9. 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.

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

11. 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 s will be sent to the requestor on the requisition.

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

13. “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

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

15. 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.

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

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

18. 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

19. Please label all attachments appropriately!

20. 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.

21. 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 requesting approval with a hyper-link.
Approved requisitions are routed to Purchasing for issuance of the purchase order.

22. Fixed Cost Change Requests
Requestors will receive a notice via that changes to the requisition are needed.
Requestor accesses the requisition via hyper-link in 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.

23. Check Request How to get there?

24. 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.

25. 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.

26. Wire Payment How to get there?

27. 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.

28. 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.

29. 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 from vendor with banking information

30. 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.

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