Oracle: Advanced Concepts in Buying and Paying Training for PO - PowerPoint PPT Presentation

Oracle: Advanced Concepts in Buying and Paying Training for PO Requisitioners and FinUnit Approvers Presented by Ashlyn Bernal 1 1

Introduction Virtual Course Basics All Participants Muted Login to Oracle Oracle Training Environment Use ‘Chat’ if experiencing technical difficulties or for Click SSO to sign in, then use AD instructor led Q&A Mandatory Course Workbooks Course Exercises Access your Qualtrics Quiz Perform them yourselves or watch our recordings Take 3 minutes to login to the training environment and access your course workbook 2

In return… We promise… Several breaks Refrain from within the course multitasking Cameras can Do what will be on or off keep you focused All questions Be inquisitive will be answered and don’t hold back Oracle access to Stay on task and don’t follow along go rogue!

Introduction Objectives 1 2 3 4 Understand the Know how the old Learn essential Be able to complete a process flow from systems map to the new terminology relating to simple PO and NonPO buying to paying in system Oracle Procurement transaction in Oracle Oracle Procurement Procurement

Introduction What You Should Know We will cover… We won’t cover… Buying Goods and Services Sourcing Goods and Services Registering New Payees Requisition Approval Status Invoice Approval Status Reporting Capabilities Cancelling and Revising POs Paying for Goods and services

Shopping and Checkout Inventorial Equipment Purchase Orders (Oracle Procurement) 1 Primary ordering method Non-PO Invoices (Services and Support) 2 Guest speakers, honorarium, performers Concur 3 Travel and employee reimbursement

Introduction What You Should Know Old Term New Term Marketplace Oracle Procurement Charge Account (COA) Index Ship-to Address Deliver-to Address Department Shopper/Buyer PO Requisitioner Department/BU Approver Financial Unit Approver

Introduction What You Should Know PO Requisitioner Financial Unit Approver $500, $2500, or $5000 No more levels of purchasing authority approval authority Responsible for all Can purchase below their transactions in Oracle and limit without approval Concur Limit applies across all Can only approve for financial units their financial unit

Introduction What You Should Know Edit Profile Purchasing Categories Edit your COA and deliver-to address Approval routing will be driven off of before shopping. Otherwise, you will purchasing categories, so it’s need to edit each individual line important to select the right ones Streamlined Catalog PO and Requisition Numbers Agreement suppliers have listed only All purchase orders will now be 10 digits the items campus should be long and begin with PUR. Requisitions purchasing from them will be 10 digits long and begin with REQ Don’t Use the Back Button Invoice Numbers This will take you to the Oracle All invoice numbers will now be listed homepage. Instead, click Done to as the supplier’s invoice number – no return to your previous screen more internal numbers!

Introduction Purchasing Code of Ethics Look for the best value Give fair and equal 1 Decline personal gifts and for your dollar 4 6 consideration to all favors competitive suppliers Demand honesty in 2 sales representation Be mindful of UC San Conduct business with 5 7 Diego’s Mission & suppliers ethically Foster fair, ethical, and Principles of Community 3 legal business practices

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Shopping and Checkout Oracle Procurement Homepage Guide Edit Profile • Set a default COA and deliver-to address • Add other COAs for quick use later • Do this before adding anything to the shopping cart!

Shopping and Checkout Oracle Procurement Homepage Guide Shopping Cart • Review the current contents of the shopping cart • Remove items from the shopping cart • Begin the checkout process

Shopping and Checkout Oracle Procurement Homepage Guide Recent Purchases • Quickly add recently ordered items to the shopping cart • Forms here will be pre- populated with information from previous purchases

Shopping and Checkout Oracle Procurement Homepage Guide Manage Requisitions • View all previously submitted requisitions sorted by recency • Perform searches across all UC San Diego orders • View approval status and PO numbers

Shopping and Checkout Oracle Procurement Homepage Guide Click the grey arrow to access lists Click the orange arrow Shopping Lists Add it to your Create lists of catalog items such shopping list as favorites

Shopping and Checkout Oracle Procurement Homepage Guide: Purchasing Methods Catalog • Start here for everyday goods purchases • Browse streamlined search results from our agreement suppliers • Add % to randomize search terms

Shopping and Checkout Oracle Procurement Homepage Guide: Purchasing Methods Punchouts • Contain suppliers’ full catalogs as opposed to streamlined search results • Search goods and services provided by our agreement suppliers with special UC pricing across various commodities

Shopping and Checkout Oracle Procurement Homepage Guide: Purchasing Methods Request Forms Enter Requisition Line • Use to add freight charges to your order • Use when goods are the primary purchase, and… • Purchase is < $10,000 • The order will be fulfilled with a single shipment

Shopping and Checkout Oracle Procurement Homepage Guide: Purchasing Methods Request Forms Services with Hourly Rate Use for orders in which services are the primary purchase and the PO should close when a quantity has been fulfilled E.g. 6 hours of plumbing work with associated repair parts

Shopping and Checkout Oracle Procurement Homepage Guide: Purchasing Methods Request Forms Services with Fixed Fee Use for all orders in which services are the primary purchase and the PO should close when an amount has been fulfilled E.g. independent contractor work not to exceed $20,000

Shopping and Checkout Oracle Procurement Homepage Guide: Purchasing Methods Request Forms Goods – One Time Shipment Use when goods are the primary purchase, and… • Purchase is ≥ $10,000 • The order will be fulfilled with a single shipment E.g. Equipment purchase with associated assembly services

Shopping and Checkout Oracle Procurement Homepage Guide: Purchasing Methods Request Forms Goods – Multiple Shipments Use when goods are the primary purchase, and… • The order will be fulfilled over a period of time via multiple shipments E.g. Recurring delivery of dry ice

Shopping and Checkout Oracle Procurement Homepage Guide: Purchasing Methods Quick Tip 20000 A Source Selection and Price Reasonableness (SSPR) form is required for all orders ≥ $10,000 with 20400 federal funds, and ≥ $100,000 with non-federal funds. A COA is identified as federally 20700 funded if the COA segment fund type matches any of these values

Shopping and Checkout Forms: Standard Fields • These fields are at the beginning of each form • Use the Line Type or Request Type drop down to toggle between forms • Request Type can toggle between goods and services forms • Line Type can toggle between Goods and Freight Enter Requisition Lines 26

Shopping and Checkout Forms: Standard Fields • These fields are at the beginning of each form • Select the supplier site if it doesn’t automatically populate • If there is a site with FORM in the title, then select that site • Otherwise, expand the search to determine which site is appropriate 27

Shopping and Checkout Forms: Enter Requisition Line Edit the deliver- Default COA to location Disclose EVRD • If you would like to use the COA defaulted in your profile, you DO NOT need to populate the COA field. • If you enter a requisition line without a COA, the system Edit the COA and will default your COA during distribution fields checkout 28

Shopping and Checkout Forms: Goods and Services *Required Fields • All information should be provided by the supplier via a quote or statement of work. • The fields and required fields differ between each form. • All fields with a * are required, please provide all available information. 29

Shopping and Checkout Checking Out: Header Fields Requisition description which appears on the manage requisitions page Return to shopping and keep Deliver-to address this as the active shopping cart room number Save progress OR save and close to save and start a new Add quotes, statements of shopping cart work, or other documentation Click on a line to edit line Submit the shopping cart to begin specific information the requisition approval process 31

Shopping and Checkout Checking Out: Line Item Fields Delete the selected line Edit the selected line Duplicate the selected line The line currently selected is highlighted in blue Edit where the order will ship *Maintain one address for the entire order Disclose EVRD Edit distribution fields specific to Edit the COA or scroll to the your order type right to edit distribution fields Split charges across 2 or more COAs 32