Requisition Donts Kristen Berning Sourcing Specialist Purchasing Services

Requisition Don’ts Kristen Berning Sourcing Specialist Purchasing Services

The Goal of This Session You!

Agenda 1. U Market 2. Standard Purchase and Blanket Orders 3. VCPS 4. Comments & Attachments

U Market Requisition Overview 1. Shopper creates the cart in U Market (Sci. Quest). 2. Preparer initiates the requisition in EFS 3. Preparer punches out to pull cart from U Market (Sci. Quest) to EFS. 4. Preparer submits cart and requisition in EFS 5. EFS sends cart via a PO to Sci. Quest Key Point: Sci. Quest expects the cart (#3) to be the same in every detail when it comes back via the PO (#5).

Remember Basic Shopping Cart Logic • Once a cart is returned to EFS, it must NOT be changed. Sci. Quest will reject the cart/PO if it isn’t the same. • Sci. Quest rejects duplicate carts.

New Feature in Version 9. 2: Copying

U Market: Don’t Copy Don’t Do This Why You Shouldn’t Do This Instead Don’t use the copy feature from Manage Requisitions page in EFS. Since the cart was already submitted via Create a new cart and another requisition and PO, a copied requisition per the requisition will have the same cart regular process. number. Sci. Quest will reject the new PO because it has a duplicate cart.

New Functionality: Recently Ordered

U Market: Don’t Use Recently Ordered Don’t Do This Why You Shouldn’t Do This Instead Don’t use the “Recently Ordered” feature on the Create Requisitions page in EFS. Items ordered this way do not appear to have been initiated in Sci. Quest. Therefore the purchase orders will fail. Create a new cart and requisition per the regular process.

U Market: Changing Lines Once in EFS

U Market: Don’t Change Lines in EFS Don’t Do This Why You Shouldn’t Do This Instead Don’t delete or add a line after the cart has been returned to EFS. There will be a discrepancy Start a new cart and between the original cart and requisition per the purchase order created normal process. after items have been modified. The purchase order will fail.

Approvers: Give Directions in Comments Instruct preparer to cancel requisition and create a new one in the send back comments.

U Market: Don’t Use Outdated Favorites Don’t Do This Why You Shouldn’t Do This Instead Don’t use favorites that have had price changes or no longer are sold by the supplier. Outdated favorites often have prices or other information that is inaccurate. This will cause the purchase order to fail. Access the favorite then copy the part or item number. Click <shop>, paste the number, then click <go>. Locate the item and add it to your cart. A. Locate favorite, then copy the part number. B. Shop for that number, then add it to your cart.

U Market: Don’t Upload Quotes in EFS Don’t Do This Why You Shouldn’t Do This Instead Don’t upload the quote as an attachment on the EFS “Review and Submit” Page. U Market suppliers never see EFS specific comments or attachments; the prices will be wrong on the PO. Quotes must be uploaded in U Market. Follow the instructions on the Shopping in U Market section at: umarket. umn. edu/faq. html Don’t upload quotes here either

U Market: Things That Make EFS Crash Don’t Do This Why You Shouldn’t Do This Instead Don’t add items that cost $0. Example: free with purchase. People. Soft does not know what to do with a $0. It will cause the procurement jobs to fail! Instruct your sales rep to charge us $0. 01 for the free item. Don’t add 100 or more lines of items on a U Market Requisition. People. Soft is designed to have 99 lines or less. 100 or more lines causes the procurement jobs to fail! Create multiple requisitions for those big orders. Example: requisition 1 has 50 lines, requisition 2 has 50 lines.

Don’t Manually Enter SQ- (U Market) Suppliers Don’t Do This Why You Shouldn’t Do This Instead Don’t use a “SQ-” supplier on a standard purchase or blanket order req. The order will never get sent to the supplier! There will be no cart in Sci. Quest to match them against. Use a non SQ- supplier for these orders. Example: Innovative Office regular supplier ID, or UStores if ordering a blanket order for dry ice. SQ- suppliers only! Don’t upload quotes here either

Approvers: Verify Supplier & Req Type - U Market orders must have a “SQ-” supplier name and created via a U Market type of requisition. - Verify the world icon appears with “SQ-” suppliers.

Approvers: Send Back SQ + Waiter Reqs - If you see an icon that is NOT the world and has a “SQ-” supplier name, the PO will fail and may cause the jobs to fail. - If creating a blanket order for U Market Stock, the “U Stores” supplier 000068 must be used. Send these back. Tell them to fix or cancel.

Tips for Monitoring U Market Orders

Step 1: Requisition is Approved Requester receives email confirmation of req’s approval.

2. Jobs Pick Up Approved Req EFS runs like clockwork! The procurement jobs run: - 10 am - 1 pm - 3 pm - 4 pm It takes about 30 -45 minutes for the jobs to run.

3. PO Sources and Dispatches Requester receives email confirmation of PO’s creation. Some suppliers also send email confirmation to requester.

What If I Didn’t Get an Email? Navigate to: e. Procurement>Manage Requisitions. Requisition’s Request Status should be “PO(s) Dispatched. ”

Example: U Market PO that Doesn’t Dispatch While it is rare, sometimes POs do not dispatch due to various reasons. It does NOT necessarily mean your PO didn’t get sent to the supplier.

Verify the PO Was Sent to Supplier Access U Market. Click <Orders & Documents>Document Search>Search Documents. Search by the PO number. Successful PO Failed PO

Most Common Errors for All Reqs

All POs: Don’t Add $0 Lines • The e. Procurement/Purchasing modules do not understand a $0. • POs with $0 lines will be force closed at fiscal year end because they will not roll. • The $0 line can also cause errors or encumbrance issues when a change order is made to the PO.

Correct Way to Enter “Free Stuff” Pay $0. 01 for it. Explain why it’s $0. 01. Click <Send to Supplier> so it prints on the PO.

Standard Req: Don’t Enter Freight as a Line • U of MN business process is to add freight at the time of invoice. • Don’t use postage as the category unless you are buying stamps! • Many hours are wasted on unnecessary change orders for freight discrepancies between the invoice and PO.

Correct Way to Enter Freight on Reqs - Enter the freight details in the requisition’s header-level comments on the Checkout – Review and Submit page. - Type “Freight is estimated at $ and will be paid at the time of invoice. ” - If shipping internationally, type DB Schenker’s information. - Click <Send to Supplier> so it prints on the PO. Explain why it’s $0. 01.

Freight is Entered on the Voucher • The actual cost for freight will be listed on the invoice. • The voucher specialist will enter the freight on the voucher. • Do not create PO change orders for freight! Freight field on voucher

Standard & Blanket: Don’t Forget Price Comparison Forms • Required on standard purchases $10, 000 - $49, 999. • For the past 5 years, compliance was between 30 -50%. • New version of the form will be available in the next month. • Increased monitoring and enforcement for compliance by Purchasing Services.

Preparers: Uploading the Form Upload the form and enter comments at the header level. Do NOT check send to supplier on either box. Explain why it’s $0. 01. Name file price comparison and attach it.

Approvers: Ensure Compliance Watch for alert. Ensure attached form was properly completed.

Standard: Don’t Assume 1 LOT is Amount • Many preparers choose LOT believing it makes the PO receivable by dollar amount. • 1 LOT only makes CPS and blanket POs receivable by amount—NOT general POs. • If a quantity of 1 needs to be received multiple times, check “amount only” on the requisition. • Procurement specialists can change the PO to “amount only” if it hasn’t been received or vouchered.

How to Change from Qty to Amount Each line must be changed to “Amount Only” Click Line Details Icon Check “Amount Only”

VCPS: Don’t Enter “Bad” End Dates • The VCPS follows the same PO functionality of a CPS and blanket order. • Every fourth Sunday, EFS force closes CPS and blanket orders with end dates that have passed 60 days ago or more. • Each month 10 -15 VCPS vouchers get stuck due to old end dates causing the PO to get closed before the payment’s creation. • There around 1, 000 fully vouchered POs that have future dated end dates.

Reminder: How to Enter VCPS Dates End Date drives the PO’s close date Invoice Date drives the date the supplier is paid Explain why it’s $0. 01.

VCPS: Don’t Forget Imaging • VCPS requisitions generate payments. • Payments must have imaged documentation. • Preparers can now email their invoices or CRFs (UM 1659) to fulfill this requirement.

How to Find a VCPS’ Voucher ID • • The day after PO is created/dispatched, navigate to: e. Procurement>Manage Requisitions. Locate the requisition, then expand its view. Click on the voucher icon to find the voucher’s ID. Then click this icon. Click to expand view.

How to Find a VCPS’ Voucher ID • The voucher ID will appear. • Create email to vchrimg@umn. edu, attach file of invoice/CRF, and enter the only the 8 -digit voucher ID as the subject. This is the voucher’s ID.

Purchase Order Reminders • Requisitions are not just a transaction. They create Purchase Orders (POs) issued to external suppliers. • A PO is a binding agreement. • Suppliers see what is printed on your POs. • Auditors see your comments. • The Code of Conduct and Purchasing Code of ethics state employees must be professional when representing the University.

Understand Which Fields Print on PO • Fields that are boxed print on the PO. • Specify what you are ordering. • Don’t use internal terms such as FY 16. • If “Send to Supplier” is checked, it will print on the PO.

Don’t Upload Multiple Attachments in Same Box • EFS looks for a Req has multiple attachments. matching pair: one comment with one attachment • When req sources, each attachment gets its own This is what its comment box. PO looks like. • Blank comment box appears. • Subsequent attachments do not get sent to supplier.

No Comments + Attachments = Buffer Errors • If an attachment exists without an associated comment box, a “no matching buffer error” commonly occurs if a change order is created for that PO. • These errors prevent approvers from seeing the PO. • Purchasing and Module Support have to fix them.

Correct Way to Add CPS Attachments • One comment box per attachment. • SOW must have Send to Supplier checked twice. • Internal forms must NOT have Send to Supplier checked. • Do NOT combine all attachments in 1 file.

Other Reminders on Comments/Attachments: • EFS will only accept Word, Excel, or PDF files. If you use other file types, it can actually cause the jobs to fail! • Please don’t attach email chains unless they are really relevant. Be sure to save them as PDFs. • Approvers: if you cannot read the file, send the req. back. Comments: • Please don’t use special characters. They print as upside down “? s” on POs. Certain fonts can cause the jobs to fail! • U Market comments/attachments in EFS are not submitted via Sci. Quest: suppliers never see them. • Please do not copy/paste email chains of internal approval. Keep important offline approval on file in your department.

Questions and Thank You! Kristen Berning kberning@umn. edu or purchase@umn. edu