iproc_approver

Finance Training

iProcurement for Approvers and Buyers

Contents Page Introduction to iProcurement................................................................................................4 Chart of Accounts ..................................................................................................................5 General Ledger Account Structure...........................................................................................5 Research Grants and Project structure ....................................................................................7 Logging into iProcurement ...................................................................................................8 Personal Profiles ....................................................................................................................9 iProcurement Shop Page.....................................................................................................12 iProcurement Preferences...................................................................................................14 Marketplace Procure to Pay Overview ...............................................................................16 University of Cambridge Marketplace ................................................................................17 Navigating the Marketplace Home Page................................................................................17 Searching and Raising a Requisition via the University of Cambridge Marketplace ....19 Viewing detailed product information .....................................................................................20 Filtering your Search ..............................................................................................................20 Compare Products .................................................................................................................21 Marketplace Delivery Charges ............................................................................................23 Marketplace Templates and Favourites .............................................................................25 Templates...............................................................................................................................25 Favourites...............................................................................................................................27 Non-Catalog Procure to Pay Overview...............................................................................29 Searching and Raising a Non- Catalog Requisition..........................................................30 Non-Catalog Favourites .........................................................................................................31 Checking Out ........................................................................................................................33 Checkout: Requisition Information .........................................................................................34 Delivery Section .....................................................................................................................34 Billing Section.........................................................................................................................34 Editing Lines...........................................................................................................................35

Delivery Tab ...................................................................................................................35 Billing Tab.......................................................................................................................35 Accounts Tab..................................................................................................................37 Attachments Tab ............................................................................................................39

Submitting your Requisition....................................................................................................40 Requisition within approval limit? ...........................................................................................41

Requisition outside approval limit? .................................................................................41 What happens to my requisition once it is approved by a colleague?....................................41 What if the approver is away? ................................................................................................42 How to redirect a requisition to another approver ..................................................................42 How do I know what my purchase order number is? .............................................................42 Saving Carts .........................................................................................................................43 Saving a cart ..........................................................................................................................43 Copying two saved carts into one ..........................................................................................43 Copying Carts.......................................................................................................................45 Managing Requisitions ........................................................................................................47 My Requisitions ......................................................................................................................47 Requisitions Tab.....................................................................................................................48 Other Functions......................................................................................................................48

Notifications and Approvals link......................................................................................48 Complete ........................................................................................................................48

Amending Requisitions .......................................................................................................49 The Processes .......................................................................................................................50

Withdrawing a Requisition to make changes..................................................................50

Finance Training 01/03/2011 iProc Buyers Manual 2010 v6

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Amending a rejected requisition .....................................................................................50 Cancelling a requisition and/or a requisition line ............................................................50

Vacation Rules .......................................................................................................................51 Actioning Requisitions ............................................................................................................52

Edit Requisition...............................................................................................................52 View Requisition Details .................................................................................................52 Approval Responses ......................................................................................................53

Creating a Requisition into a Purchase Order...................................................................54 Automatic Creation.................................................................................................................55 Adding To Existing Documents ..............................................................................................57 Receipting and Returning....................................................................................................58 What if I need to correct the receipt? .....................................................................................59 Returning on CUFS................................................................................................................59 Purchase Order Summary ...................................................................................................61 Amending Purchase Orders................................................................................................63 Cancelling a Purchase Order/Line .........................................................................................63 Re-Printing Purchase Orders ..............................................................................................65 Month End Procedures ........................................................................................................66 Open Purchase Order Report ................................................................................................66 How to run the report..............................................................................................................67 Finally Close a Purchase Order/Line......................................................................................68 Further Guidance and Support ...........................................................................................70

Introduction to iProcurement

What is iProcurement? It is on-line purchasing accessed via Cambridge University Finance System (CUFS). The iProcurement Module This module enables you to raise requisitions via:

Marketplace: Users can search for an item across a variety of suppliers. Once approved and created into a purchase order it will be transmitted direct to the supplier

Non - Catalog: If a supplier is not on the Marketplace you can still raise a

requisition as iProcurement links to our existing supplier database. Once approved and created into a purchase order it will be printed and faxed through to the supplier.

CARE … If your supplier is not listed in any of the above methods please refer to the guidelines on ‘Adding a New Supplier’ which can be accessed via http://ufs.admin.cam.ac.uk/ssr/

Responsibilities and Buying Limit A lot of what you can do depends on your responsibility and buying limit.

U.F.S XX iProcurement Buyer: Enables you to create a requisition, approve and create it into a Purchase Order depending on your approval limit. You can also create other colleagues requisitions into orders as well as receipt, return and query orders.

Approval Limits: For buyers these are £0, £100, £250, £500, £2500, £5000, £10000, £50000 and no limit. Your limit will be decided by your key contact. The system will automatically approve your requisition if it falls within your approval limit (this is the total cost including VAT). If it is outside of your limit you will have to forward it onto a colleague with the correct approval limit.

Help required on iProcurement? Please contact the iProcurement help desk:

01223 (7) 65101


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REMEMBER!! More procedural guides e.g. receipting, returning can be found on the CUFS reference page http://ufs.admin.cam.ac.uk/reference/iproc.html

[email protected]

Top Tip!!! Work in caps lock throughout the whole module.

http://ufs.admin.cam.ac.uk/reference/iproc.html

http://ufs.admin.cam.ac.uk/ssr/


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Chart of Accounts When you purchase an item or service, expenditure is allocated to your departments Chart of Account. Some departments have two options, it can either be coded to the departments budget/funds or to a Research Grant/Project.

General Ledger Account Structure General ledger account codes are made up of six segments, usually written in a string format e.g. U.XX.XXAA.AAAA.ESBC.0000 (XX being your department code).

• Organisation (1 character) • Department (2 characters) • Cost Centre (4 characters) • Source of Funds (4 characters) • Transaction (4 characters) • Spare (4 zeros)

Organisation Segment: This is used to split transactions by legal entity. Normally this will be U for departments within the University of Cambridge. Department Segment: This is used to define the Department who is processing the transaction, e.g. AG for the Finance Division. Cost Centre Codes: Cost centres enable departments to organise and group their accounts to reflect their own departmental activities e.g. administration, laboratories, conferences, canteens or specific courses. Expenditure (and income) is allocated to the appropriate cost centre. This enables departments to monitor income and expenditure, in some instances comparing to budget, for their specified cost centres. The Cost Centre code comprises four characters: the first two replicate the department code and the next two are selected by the department. The department then chooses a suitable description for each cost centre to identify the particular activity it represents.

Source of Funds Codes: Funding for the University’s activities comes from many different sources. The University has a responsibility to its sponsors, donors, and government funders to separate, manage and report (in most cases) on the activities based upon the source of funds. Source of Funds code is represented by four characters, which are the same across all departments. Refer to Financial Procedures manual chapter 3. Transaction Codes: Transaction Codes are used to describe the type of expenditure or income e.g. a book or room hire charges. Accurate selection of transaction codes is important for reporting and control purposes. The code consists of four characters. The first identifies the broad transaction category, the next three categorise the transaction in more detail. E.G. If you were ordering some box files you would select transaction code ESBC

E: Expenditure on Consumables account

S: Stationery and Office Supplies

BC: Box Files


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Expenditure transactions codes starting with E***

• A Audio-visual and Multimedia • B Library and Publications • C Catering Supplies and Services • D Medical, Surgical and Nursing Supplies and Services • E Agricultural/Fisheries/Forestry/Horticultural Supplies and Services • F Furniture, Furnishing & Textiles • H Cleaning Materials & Equipment, Janitorial supplies • J Utilities • K Computer • L Laboratory & Animal House Supplies and Services • M Workshop & Maintenance Supplies (Lab and Estates) • P Printing • Q Telecommunications, Postal and Mail Room Services • R Professional & Bought in Services • S Stationery & Office Supplies • T Travel & Transport (incl. Vehicle hire and subsistence) • U Safety & SecurityU • V Vehicles (Purchase, Lease, Contract Hire) • W Estates & Buildings • X Miscellaneous/unclassified

Spare Code: There is a spare field at the end of the coding string in case the University decides to expand the accounting code structure in future. However it still has to be filled in. 0000 (four zeros) is the only choice in this segment.

http://ufs.admin.cam.ac.uk/reference/codes/codes-j.html

Research Grants and Project structure A “grant” consists of two main parts;

The award - represents the sponsor who is doing the funding. The project - describes the way in which the funds are spent.

In the main, a grant will have a single award and project. However it is worth being aware that one award may fund several projects and in turn one project may be funded by several different awards. The coding structure for Grants and Projects is set out differently to that for the General Ledger codes. The Grants/Projects coding consists of 5 segments: -

Project Code: Linked to an award the project code has the department code in the first four digits. I.e. XXAG/T99 (XX being the department code).

Task: Projects are broken down into tasks. Could be described as ‘work parcels’, they aid in managing the project. Every Project will have at least two tasks for direct and indirect costs.

Award: This code links the project to the General Ledger. The Award is number issued by Research Services and will start with RG followed by 5 digits. (e.g. RG12345).

Expenditure Type: This is the category heading that the item falls under, picked from the List of Values. They are broad headings such as Travel, Equipment, Staff, Other Costs etc.

Organisation: The department or sub-department code.

A General Ledger account code will be automatically generated from the above information. Never manually type in a GL code for a grant/project

Transactions that are entered for Research Grants require special Grant code combinations to record the type of specific information for their reporting purposes. However, when the information is transferred into the General Ledger it is then automatically summarised and converted into the string format


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Logging into iProcurement The link below will take you to the CUFS home page. http://ufs.admin.cam.ac.uk/ From here you can access:

o the LIVE system once you have a username and password which must be requested by your Key Contact.

o the PLAY system can only be granted by finance training. o reference documents. o phone numbers for assistance. o training manuals.

Once you have logged into CUFS, the E-Business Suite home page will display, as per the screen below. When you click on the iProcurement responsibility for your department, two tasks will appear:

o Home Page will take you through to the iProcurement homepage where you can order your goods and services.

o Personal Profiles is a one off set up that you need to complete, especially when you

raise and approve Non-Catalog requisitions. Refer to page 9.


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http://ufs.admin.cam.ac.uk/

Personal Profiles iProcurement has the functionality that when a Non-Catalog requisition has been created and approved into an order, the system will automatically print the order, but only if you do this set up! To ensure this automatic process will work you must check and then set up two fields within the Personal Profile template.

o Printer Defaults: This will ensure that the purchase order will print of at the printer you set it to.

o Concurrent Copies: This will ensure that the system default will display that creates the automatic print process.

1. From the E-Business suite homepage, click on the iProcurement Buyer responsibility

2. Click on Personal Profiles and a blank profile page will display. 3. To put the screen into query mode and search for the field you need to check, you have

two options:

o Press F11 on your keyboard to put the screen in query mode o Click View, Query by Example, Enter

4. The first line of the screen will go blue, which indicates it is in query mode. 5. Type in %PRINTER%, to search for the printer in your department you wish to use. The

% acts as a wildcard and assists with your search. By starting and finishing with the % the system will look for the word PRINTER, that appears anywhere in the Profile Name field.


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6. To run the query, again you have two options; either press Ctrl F11 or navigate to View,

Query by Example, Run. 7. The screen now displays the printer you use when printing from CUFS. If this is correct

then you simply leave it and proceed to step 13. 8. If it isn’t correct then proceed to step 9.

9. Click in the User Value field and the list of value icon will appear. 10. To search for the printers in your department click in the find field and type in your

department code before the % and click on find. 11. Scroll down and highlight the printer you wish to use and click Ok. The new printer code

will appear in the User Value field. 12. Save your work. The next step is to ensure the system has defaulted in the correct number of copies to be printed for your purchase orders.


of 7013. Put the screen back into query mode (refer to step 3).

14. This time type in %CONCURRENT% and run the query again (refer to step 6)

15. Click in the Concurrent:Report Copies User Value row and input the number 1. This

means that every time a Non-Catalog order has been approved the system will automatically print of 1 copy, for you to then fax to the supplier.

16. Save your work. 17. You must also set up the following fields in your Personal Profiles using the guide above

if you have not already done so for your telephone and fax number. Search for these fields using the key word ‘CAPSA’. You will then be able to input the relevant details and you can also set up a favourite cost centre.

CARE!! Personal profiles cross all modules.


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iProcurement Shop Page Once you have selected the relevant iProcurement responsibility the iProcurement shop screen will display.

DESCRIPTION Home This take you to the E-Business Suite home page

Logout Logs you out of CUFS

Preferences Set up default information specific to you.

Shop Tab Always displays the main iProcurement home page

Requisitions Tab This enables you to view your requisitions, receipts, invoices and payments.

Receiving Tab Receipt, correct receipts and return on CUFS. Not all users will have this tab, it depends on who receipts in the department.

Shopping Lists Add favourite Non-Catalog items to your list to save time searching for them.

Non-Catalog Request This is where you go to order items from suppliers that are not on the Marketplace


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University of Cambridge Marketplace

This is the link to the Marketplace for ordering

Suppliers Link This will display a list of Marketplace suppliers as well as access to the University Supplier database.

My Requisitions Lists the last five requisitions you have created, description amount and status. You also have links through to copy, change and receive. Click on More to view more than five. To look at one in more detail click on the relevant requisition number.

My Notifications Will display requisitions where the approver requires more information and a summary of the requisition you have raised. Click on View Full List for all requisitions or Requisitions Tab. Set up out of office rules in iProc.

Shopping Cart This displays what items are currently in your shopping cart awaiting checkout.

Purchasing News This provides links to Financial Regulations, purchasing policies,and acts as a notice board for displaying purchasing news.

iProcurement Preferences Preferences enable you to set up and save specific defaults and is a one off task, though you can change it later. Any field marked with a * is a mandatory field. The information that you set up in Preferences will default in against the requisition when you are checking out. 1. Click on Preferences from the Shop page and the General Preferences screens

displays. 2. You can amend the Start Page so that every time you log into CUFS it takes you straight

to a particular task within a responsibility without displaying the E-Business Suite home page.

3. If you amend the Start Page ensure you click Apply.

4. Click iProcurement Preferences to display the screen below.


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5. From this screen you can complete a number of set ups:

o My Favorite Store: Must be University of Cambridge Marketplace o Need By Days: Amend to what you would like to default in. If you don’t then

7 days will be the system default. o Deliver-To Location: Amend if applicable by either manually typing in the

code or clicking on the Torch to search for your departments location codes.

6. To set up a favourite project code:

o Type in your department code or project code and Tab to list all your departments project codes.

o Click on Quick Select for the relevant code o Click on the Torch for the Task field and click Go and Quick Select the

relevant task number o Click on the Torch for the Award field and click Go and Quick Select the

relevant award number o Click on the Torch for the Expenditure Type field and click Go to view all

types or enter in a key word followed by the wildcard % to help search. Click Go and Quick Select the relevant expenditure type.

o Type in your department code and Tab and Quick Select the relevant Organization.

o Click Apply Changes and all the fields should be completed as per example below.

o This code will take preference when checking out and you can amend this project code when checking out.

7. You can set up to 50 favourite charge account codes, this is useful for selecting a

complete GL code combination for regular purchases not coded to research grants.

o Click on the Add Another Row button. o Enter a Nickname for your code, (this is what you will select at checkout to

populate the GL code). o Enter the Accounting Flexfield including the spare segment. o Click Add Another Row to add further favourite change accounts. o Select which charge account you wish to set as primary and click the Set as

Primary button. o Click on the Apply Changes button.


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Marketplace Procure to Pay Overview

Search the catalogue on the University of Cambridge Marketplace

Raise the Requisition


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Requisitioner Responsibility

Within Limit: Requisition approves and falls into a pool awaiting creation into a PO Outside Limit: Forward to a colleague with the correct approval limit

Buyer Responsibility Within Limit: Requisition will approve and create into a Purchase order which will also approve Outside Limit: Forward to a colleague with the correct approval limit and when approved it will create into a purchase order

Purchase Order once created and approved will automatically transmit direct

to the supplier

Goods delivered to department

Goods receipted using the iProcurement responsibility

Invoice received

Invoice matched to the Purchase Order within the Accounts Payable module

University of Cambridge Marketplace The University of Cambridge Marketplace enables you to:

• Search the suppliers listed on the Marketplace • Add items to your basket • Compare products and prices • The system will indicate with a as to whether the item is a preferred item from

preferred supplier • View detailed product information • Check availability of stock for some suppliers • Create templates • Create favourites

You must always search for your item in the Marketplace first. If your supplier and/or item is not on the Marketplace you can raise a requisition using Non – Catalog Requests.

Navigating the Marketplace Home Page 1. From the iProcurement Shop page click on the University of Cambridge Marketplace

link. The following screen will display.


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LINK DESCRIPTION

If when navigating the Marketplace you require help click on this icon which is always displayed at the top left hand side of the screen.

Quick Links Links through to various sources of information.

Supplier Offers Available

Link through to special offers with the suppliers on the Marketplace.

Marketplace News A notice board with up to date information.

Home At any time you click on this link it displays the main Marketplacesearch screen.

Documents Used to search for existing templates and existing purchase orders raised via the Marketplace If you are able to approve the requisition.

Products Search for an item via Product Category Index e.g. P for Pens Last search displays your last search Select your Marketplace favourites and add them to your

shopping basket. Link to Dells website. Oligo’s requisition template.

Help This takes you through to the help pages.

Exit Exits the Marketplace and displays the iProcurement shop page.

My Account Enables you to amend your e-mail address, phone number and whether you wish the pop up helps to display when you hover over a field.

View Basket Shows items in your basket awaiting check out.

Search Enables you to search for an item.

My Favourites Access your favourite Marketplace items. Same as navigating to Products and then Favourites.

Catalogue Index Search by Product Category Index e.g. P For Pens. Same as navigating to Products, Category Index.

Live Suppliers Displays the suppliers on Market Place and some contact details

Search Tips Provides tips on how to best search the Marketplace.

Templates Displays the templates you have created and enables you to set permissions. Same as navigating to Documents and then Templates.

My Orders Displays your orders and an up to date status.

Statistics Displays the number of orders you have raised and the total valueper supplier.


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Searching and Raising a Requisition via the University of Cambridge Marketplace

Please note: Marketplace suppliers’ systems are unable to cope with the direct transmitting of Marketplace orders where there is more than one type of VAT e.g. paper at SR20% and a book at NO-UK VAT to the same supplier. Please ensure Marketplace orders to the same supplier do not have mixed VAT items. A separate requisition must be raised.

1. Enter your search criteria and click on SEARCH or click on a template name and select the item.

Use the Search Tips to help you when looking for an item

2. A screen similar to the next one will display the items matching your search criteria.


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Refer to page 23 for delivery charge process

Depending on the number of items you may have to scroll down the page to click on Next to view the other suppliers, or amend the Number of Results Per Page.

Viewing detailed product information To view detailed information click on the product description, some suppliers will attach PDF documents with more information and some will enable you to check stock availability. If you do not wish to filter or compare your search results proceed to step 3 on page 22.

Please Note: Any pricing information should not be disclosed to anyone outside of the University’s employment, to do so would constitute a breach of the University’s confidentiality agreement with the supplier and could potentially lead to further legal action being taken against the University and/or the individual. Any requests for information on this agreement from outside of the University should be immediately referred to the Central Purchasing Office.

Filtering your Search Once the list of items is displayed click on Filter in the relevant columns to tailor your search results further. There are various ways of filtering your list down to make it more specific to your needs.


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Compare Products Following a search, if you wish to compare items, either:

• click in the tick box for the relevant items you wish to compare and click on Selected in the compare column or;

• click on All to compare all products on the page. Please note that you can only compare items and add items to your basket that are on the same page. Therefore you may need to scroll to the bottom of the page and amend the number of results displayed per page and filter your list down.

Once you have selected the criteria click on Apply filter and the screen will only display those items that match your criteria


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The items you are comparing are displayed.

You can input quantity required, add an item to your shopping basket, view delivery charges for that supplier, add the item to a template and you may have the option to check stock availability.

3. Once you have found the items you wish to buy enter the amount in the Quantity Required and click on the basket icon. You can do this from the compare screen or the original search screen that listed all the items before you compared.

4. Your Shopping Basket is displayed with the items you have selected so far.

From your shopping basket you can:

• Check out your requisition and then add Non-Catalogue items to your cart • Amend the quantity • Save the basket as a template • Empty the basket • Delete selected items • Search for more items to add to your basket from the Marketplace


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Marketplace Delivery Charges As from the 14th May 2010, a new development within the Marketplace enables users to add the delivery charge for a Marketplace item to their shopping basket. 1. Navigate to the Marketplace home page, enter your search criteria to find the item you

wish to purchase and click on Search. A screen similar to below displays.

2. You now have a new column titled ‘Delivery Charge’ in the search result screen. Click on the link ‘Delivery charge may apply. Click for details’ and a pop up screen will display all delivery charges that may be applicable for that supplier.

You will add the relevant charges at the Marketplace Shopping Basket stage, which is the easiest way.

3. Close out of the Delivery Charges and complete the Quantity field for the item itself and

add it to your basket.


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4. Once you have your item in your Shopping basket you then need to add the delivery

charge. 5. In the Delivery Charge column, click on the link ‘Delivery charge may apply. Click for

details’. A pop up box will display with details of charges for that supplier.

6. From this pop up box, complete the Quantity Required field for any relevant charges

you need to add to your basket and then click on the shopping basket icon. 7. Items and delivery charges will display in your Shopping cart ready for you to click Check

out.


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Marketplace Templates and Favourites

Templates These enable you to save items to re-order from as little or often as you wish. You can save individual items for a variety of suppliers or a whole basket as a template. Within this function you can set up permissions to allow colleagues access to use your templates. Once your template has been created, you can view it from the University of Cambridge Marketplace screen. Setting up and Adding to a Template 1. First find the item you wish to include in a template.

2. From the Catalogue search result screen enter Quantity Required (this can be changed

when adding item to your shopping cart) and click on Add to Template or Save as template, which can be found at the bottom of the first results page. The screen below will display if you are adding to a new template. If you are adding to an existing template click on the template name listed.


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3. Create a name for the template and click on Create Template. The screen below will

display with the items that you have added to that template name.

4. From your template you are able to add all the items or select specific items to add to

your basket. Click either Add selected items to basket or Add to basket and input quantity required.

5. Click on Home and the Marketplace screen will display with your template name. To

view the contents of the template hover over the template name or click on it to view more detailed information. To delete a template click on the name and delete template button is half way down the right hand side of screen


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Setting Template Permissions Within Templates you can create permissions to enable certain users to raise requisitions from the template. 1. Click on the template name then Permissions and a list of users will display.


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2. Highlight the name of the user and click on Add Permission. The user names will

appear in the top part of the screen as per below. Tick the Edit allowed box to allow the user to edit the template so they can order the quantity they require as per screen below and add items to it. CARE! Edit allowed also enables an individual to delete the template even if they did not create it.

Favourites Very similar to templates in that these are lists of items you may wish to order on a regular basis, the only difference being that you can’t set any permission. These can be accessed from the University of Cambridge Marketplace home page, Products and Favourites. To add an item to your favourites you must:

1. Search for the product. 2. Once found click on the product description.

3. Product information will display and next to the quantity field click on Add to Favourites.

To remove an item from favourites click on the favourites link in the Market Place screen, click on the product name and in red it will state Remove from Favourites next to the quantity field.


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Non-Catalog Procure to Pay Overview

Click on the Non-Catalog Request

Raise the Requisition

Requisitioner Responsibility Within Limit: Requisition approves and falls into a pool awaiting creation into a Purchase Order Outside Limit: Forward to a colleague for approval

Once Purchase Order created and approved it will be printed and faxed to the supplier

Buyer Responsibility Within Limit: Requisition will approve and create into a Purchase order which will also approve Outside Limit: Forward to a colleague with the correct approval limit and when approved it will create into a purchase order

Goods delivered to department

Goods receipted using the iProcurement responsibility

Invoice received


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Invoice matched to the Purchase Order within the Accounts Payable module

Searching and Raising a Non- Catalog Requisition You can raise a non-catalog requisition to an internal department and/or to a supplier that is not available through the Marketplace. You will need to follow this process to include delivery charges for Non-Catalog suppliers. You can also use this function if you wish to raise a requisition to a supplier that is on the Marketplace but the item is not in the catalogue of items as it is a more specific product. In this instance, you would select ZMarketplace as the site address.

1. Click Non-Catalog Request to display the template.


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Remember! Anything with a * is a mandatory field. When searching use the wildcard % at the start and end to assist with your search.

2. Item type defaults in as Goods billed by quantity. Amend if required using the drop down

list. 3. Enter the item description (this will appear on the Purchase Order). Ensure detailed

information is given here. 4. Click on the torch to search for the Category code by description. Enter part or all of

the description and click on Go. Select the relevant code for the item. If you can manually type it in, it must be in upper case.

5. Enter a quantity. 6. EA will default in as the Unit of Measure. Use the torch to complete the UOM field if

required. 7. Enter the unit price (sterling, foreign or discounted). If it is a foreign currency the system

will convert it using the exchange rate loaded. 8. Currency will default in as GBP. If it’s a foreign currency requisition click on the drop

down list and select the correct currency. Care! Foreign Currency requisitions must be approved the same day.

9. Enter the suppliers name and tab or use the torch to find the name and site of the

supplier. If there is more than one site, you will have a list to chose from. If it is an internal department the site address will pull through as ‘MAIN’.

10. Input supplier item or product reference number if you have one. 11. Click Add to Cart. 12. To add more Non-Catalog items to the cart repeat the process. Shipping charges will

need to be added on as a separate Non-Catalog requisition line. 13. Once all Non-Catalog items are in your cart click on View Cart and Check out.

Non-Catalog Favourites You can also add the item to your favorites by clicking on Add to Favorites. This will save you time when requesting that item again. Once you have completed steps 1-10 of creating a Non-Catalog requisition you can add the item to your favorites by clicking on Add to Favorites. A message will display advising you that the item has been added to your shopping list. To add a favourite item from your shopping list to your cart:

1. Click on Shopping Lists from the iProcurement Home Page.


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2. List of favorite items will display. 3. Amend the quantity. 4. Click on Add to Cart for a specific item or click Add All Items To Cart, if applicable. 5. The items will then be displayed in your shopping cart. 6. From here you can then amend the price, if it has changed since the last time you

ordered that item. You can also amend the quantity from the shopping cart and the item description.


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Checking Out There are two methods of checking out:

• If requisition is within your limit • If requisition is outside your limit

Regardless of which check out method, you must ensure that the correct account code and tax codes are used. In addition to this you can also specify different Need-By dates, Location codes, split cost of an item over a variety of codes, add notes to suppliers and add attachments. If you are splitting over a variety of codes please refer to the following pages:

• More than one project code (refer to step 17 on page 36). • More than one GL code (refer to step 25 on page 37 ). • Between a GL code and a project code (refer to step 32 on page 38).

Checking out within limit: The requisition will approve, the system will create it into an order and approve it. Outside Limit: During the checkout process you will have to forward it to a colleague for approval. Once approved by a buyer the system will create it in to and order and also approve the order. Either way, if the order was to a Marketplace supplier it will transmit directly, if it was a Non-Catalog order it will be printed and faxed.


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Pre-Requisite:

Items in your shopping cart

If you can amend an item description, quantity and price that indicates it’s a Non-Catalog item.

1. From the shopping cart screen click on Checkout to display the Checkout: Requisition Information screen.

Checkout: Requisition Information

PLEASE NOTE: Marketplace suppliers systems are unable to cope with the direct transmitting of Marketplace orders where there is more than one type of VAT e.g. paper at SR20% and a book at NO-UK VAT to the same supplier. Please ensure Marketplace orders to the same supplier do not have mixed VAT items. A separate requisition must be raised.

Delivery Section 3. Requisition description defaults in with description of first item line, this can be amended

by overtyping it. 4. Requester will default in with your username. 5. Need-By date will default in depending on your set up in Preferences as will the Deliver-

To Location. This can be amended by using the icons at the end of the fields or over typing.

6. If you wish to amend any of the delivery information per item line refer to page 35

otherwise refer to page 39 for submitting your requisition.

Billing Section 7. If you set up a favorite project code in Preferences then this will default in here and you

must complete the Expenditure Item Date. 8. If you wish to code the cart to a completely different project code, simply delete the

project information in and re-input by partially completing the fields and tabbing or otherwise search for the information using the torch icon.

9. The tax code that defaults in is for the cart, amend if the items are not the default tax

code but are all the same tax code. If you have different items to different suppliers with different codes, then refer to Edit Lines section.


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10. Charge account field will vary depending on the set up in Preferences. 11. GL Date is to be left as the default. 12. If you wish to amend any of the billing information per item line refer to Editing Lines.

Otherwise refer to page 40 for submitting your requisition.

Editing Lines 13. When checking out if you wish to edit any of the information for the cart or an individual

item line you must click on Edit Lines. Within that screen you can carry out the following functions per item:

Delivery Tab

14. You can amend the:

o Need-By Date by selecting a different date from the calendar icon.

o Deliver-To Location code by manually typing the code in or clicking on the torch and Quick Select the correct location code. Either click on the other tabs to make more changes or click Return and Return again to take you to the Checkout: Requisition Information for submission. Refer to page 40.

Billing Tab

16. You can amend the:

o Tax Code per item line by deleting the completed field and using the torch to re-search the correct tax code. When the search screen displays click on Go to display all tax codes, then Quick Select the correct code.


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o Amend the project code per item line by partially typing in a word and pressing tab or by using the torch to re-search project information:

Project: Enter your department code and tab and Quick Select the correct project code. Or you can manually type it in.

Task: Click on the Torch, click Go, click Quick Select for the relevant task number.

Award: Enter RG and press Tab, if there is one award it will default in, otherwise click Quick Select for the relevant award number.

Expenditure Type: Partially type in a keyword e.g. Other% and press Tab or click on the Torch, click Go, click Quick Select for the relevant expenditure type.

Expenditure Organization: Enter your department code and press Tab, the organisation will default in or Quick Select if there is a pick list.

Expenditure Item Date: Use the calendar to select todays date. Split the cost over more than one project code

17. To split the individual item cost over more than one project line, once you have

completed all the fields for one of the project codes, click on Split to display the Requisition Information: Split Cost Allocation screen.

18. Amend the Percent, Quantity or Amount field for the first project code you would like the

expense to go to and Tab. 19. Click on Add Another Row to display a blank second line for another project code that

you wish the expense to go to. You can split over as many project codes as you wish. 20. Complete the fields for the project and again amend the Percent, Quantity or Amount

field that you would like the expense to go to and Tab.

21. Once totals equal 100% click on Return to display the Requisition Information: Edit Lines

screen. Either click on the other tabs to make more changes or click Return and Return again to take you to the Checkout: Requisition Information for submission. Refer to page 40.

22. If it is a fixed asset and being coded to a project complete step 23.


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Accounts Tab

23. You can amend the GL code per item:

o Click on the GL account code string and either manually overtype the cost centre or source of funds or click on the torch icon at the end of that field and search for the correct information. Do not amend the E transaction code that the system has generated.

o If you have favourite charge accounts set up in Preferences click on the dropdown arrow of the Nickname field to select your charge account from the list.

24. Track the item as an asset by entering Y or N in the Track As Asset field. If you are

splitting the cost of an asset ensure you complete the field for each item line

Split the cost over more than one GL code 25. Ensure that all project information in the Billing screen has been deleted, therefore the

system generated code will default in. 26. Ensure line 1 has one of the correct GL codes you wish to use by clicking on Split and

amending it. 27. Update either the Percent, Quantity or Amount field accordingly and Tab


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28. Click Add Another Row to display line 2, the outcome as to which code populates

depends on what set up you did in Preferences:

o Project code was set up in Preferences: Even though you deleted the project information in the billing screen it will still pull through from your preference set up. Click on Projects and delete all project information for the relevant line. Complete the Percent field and Tab. Click on Charge Accounts and the system generated GL code has populated. Amend the GL code accordingly.

o Project code was not set up in Preferences: The system generated GL code

has populated, amend to the GL code you wish to use and update either the Percent, Quantity or Amount field accordingly and Tab

29. Totals must equal 100%. 30. Click Return and Return again to display the Requisition Information: Edit Lines screen.

The charge account should display as Multiple. 31. Click Return to display the Checkout: Requisition Information screen for submission.

Refer to page 40. Split the cost over a GL and project code 32. Split the individual cost over more GL and project code. Ensure that there is no project

information in the Billing screen.

33. Click on Edit Lines, Accounts Tab and click on the Split icon for the relevant item.


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o Amend the GL code string to the code you wish to use as well as either the Percent, Quantity or Amount fields.

o Click Add Another Row and then click Projects tab. o Do not input anything in Line 1 on the projects tab as that relates to line 1 which is the

GL code. o Complete Line 2 with the project information and update the Percent field and Tab. o Totals must equal 100%. Click Return to display the Requisition Information: Split

Cost Allocation screen and lines will be coded to GL and project. o Click Return and either complete remaining tabs if required or click Return to display

the Checkout: Requisition Information screen for submission. Refer to page 40.

Attachments Tab You can add an attachment to the entire cart or to an individual item line.

34. To add to the entire cart click on Add Attachments or if you want to attach to an

individual item click on the icon. Either way the following screen will display


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35. Description is a mandatory field and you can summarise what the attachment relates to. 36. Category, amend accordingly as to who the attachment is for. 37. You can attach either a file, URL or simply complete the text box. 38. You can add more than one attachment. Once completed click Apply.

Attach-ment for the cart


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39. Either click on the other tabs to make more changes or click Return and Return again to

take you to the Checkout: Requisition Information for submission.

Attach-ment for an item

Submitting your Requisition

Requisition within approval limit? 40. Click on Submit. The requisition will approve and the system will create a purchase

order per supplier in your cart. If it is to a Marketplace supplier the system will transmit it directly. If it is a Non-Catalog supplier the system will print it, as long as the Personal Profile set up was completed, then fax it to supplier.

Requisition outside approval limit? 41. Click Next to display the Checkout: Review Approver List.

42. Click Add Approver and type in the surname of the colleague you wish to send it to, tab

and click Quick Select. 43. You can repeat the process and add more than one approver and then indicate the order

you would like them sent to. 44. You can also add a Note To Buyer and add an attachment for the entire cart. 45. Once completed click Next to display the Checkout: Review and Submit requisition

screen. To view line information click on Show. 46. Click Submit. The requisition will now be sent to the relevant people in the order you

stipulated for approval, they will receive an e-mail notification and it will display in their My Notification screen.

What happens to my requisition once it is approved by a colleague? Once they have approved your requisition the system will create it into an order, approve and approve it. If it was a Marketplace supplier the purchase order will transmit electronically to the supplier, if it is a Non-Catalog requisition it will be printed and faxed and by the buyer. The approver may reject or request more information on the requisition before they approve it.


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What if the approver is away? The approver has the option of setting up a rule which automatically forwards a requisition/order to another colleague for approval. If you send an order to a colleague who is away their rule will automatically forward your order to the person they have reassigned their work to. If after 3 days the requisition/order is not approved an e-mail will automatically be sent to the originator advising it has not yet been approved. If another 2 days pass and the requisition/order is still not approved a further e-mail will be sent to the originator advising of this. If a further 2 days pass a final reminder will be sent to the approver. After seven days the requisition/order will go back to the preparer and appear in their Saved Cart to be re-submitted. Please note that foreign currency requisitions must be approved the same day due to changes in exchange rates. If the requisition has been sent to someone and you do not receive and e-mail notification advising that it has been approved you must follow ‘How to redirect a requisition order to another approver’.

How to redirect a requisition to another approver If a requisition needs to be withdrawn from the approval process to either have some changes made or to be sent to another approver, then follow instructions on page 50.

How do I know what my purchase order number is? To view the number once the requisition is created into a purchase order you can either go to My Requisitions or Requisitions Tab. If there is no Purchase Order number, your requisition is still awaiting creation into a Purchase Order.

Saving Carts

You can save your carts in iProcurement to check out later that day, have a number of carts saved at any one time and copy one saved cart to another.

Care!! Do not leave saved carts for more than 24 hours as some Marketplace suppliers update their prices daily and you could therefore be using incorrect prices.

Saving a cart 1. From the Shopping Cart screen, click Save Cart to display the screen below.

2. Requisition description will default in, amend it if required. 3. Click Save to display the confirmation message. 4. You must click New Cart to display the Home Page. The requisition you have saved will

be listed in My Requisitions with a status of incomplete. 5. When you want to check it out, click on the Requisition Number and click Complete.

Copying two saved carts into one 1. Once you have saved both carts, from My Requisitions, click on one of the requisition numbers you wish to copy and a screen like below will display.

2. Click Complete so the items are in the shopping cart. 3. Click Return to Shopping and click on the other requisition number that you wish to

copy into your current cart. Finance Training 01/03/2011 iProc Buyers Manual 2010 v6

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4. Click Copy To Cart and the system will ask if you wish to add it to a cart or create a new

one. 5. Click Add to Cart. Items from both carts will now be in one. 6. Click Checkout and complete the checkout process. 7. The second requisition number you clicked on will still be listed in My Requisitions with a

status of incomplete. Click on the requisition number and click Delete. 8. Click Yes to confirm deletion.

Copying Carts

Within iProcurement you have the benefit of being able to copy requisitions with Non-Catalog lines in them, amend the quantity, price, item description and any other fields relating to the checking out process. Therefore, saving you time when re-ordering regular Non-Catalog items.


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1. Navigate to the iProcurement Home Page.

2. If the requisition you wish to copy is listed within My Requisitions then simply click on the Copy button for the relevant requisition. 3. If the requisition you wish to copy Is not listed there then click on Full List, click the Select radio button and then Copy To Cart. 4. Either way the following screen will display. 5. Those items in the requisition where you can not update the Quantity or Price fields are Marketplace supplier items and must therefore be deleted due to the high risk of changes in Marketplace pricing. Click on the Bin icon for these item lines.

Care when copying requisitions with Marketplace item lines!! There are no problems when copying requisitions for Non-Catalog items, however, if you are copying a requisition that has Marketplace items in it then these item lines must be deleted as you can not change the quantity or the price. Therefore you are potentially using old pricing information, which will cause problems with the supplier and processing of the invoice.

6. Once you have deleted old Marketplace item lines you can still:


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o Add further new Non-Catalog item lines by clicking Return to Shopping and clicking

on the Non-Catalog Request Link. o Add new Marketplace lines by clicking Return to Shopping and clicking on the

Marketplace link. 7. Amend the Quantity, Price and Item Description fields for the relevant Non-Catalog item lines. 8. Once you have all the lines in your Shopping Cart, click Checkout. 9. Refer to the separate detailed guides on checking out, whether it is within or outside your approval limit.

Managing Requisitions There are various ways that you can view and manage your requisitions.

My Requisitions

From the shop page under My Requisitions you can view your last 5 requisitions. From here you can Copy, Change and Receive your items (refer to other sections). By clicking on the Requisition number the screen will display basic requisition details, including your purchase order number as per the next screen.

To view more information, click on the Details icon. The details icon will display information on the receipt, invoice and also the payment of the item once it has gone through the pay process. Click Ok and Return to get back to the home page.


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Requisitions Tab Whether you click on this tab or Full List in My Requisitions the following screen will display.

It displays your last 10 requisitions, and to view more you would need to click on Next 10. You can click on Search if you wish to search via supplier, requester, description, requisition status. To look at a requisition in more detail, click on the requisition number or description. You can view the same information that can be accessed from My Requisitions.

Other Functions

Notifications and Approvals link From the Requisitions Tab there is a Notifications link. This will display any requisitions that have been sent to you for approval, where you can action them from. There is also an Approvals link, that when clicked on it will display requisitions to approve, but you can also amend the drop down list to show requisitions you have approved.

Complete You can use complete where you have a requisition which has not yet been checked out and therefore the status is incomplete. o Click on the requisition number o Either click Complete to complete the checkout process if the requisition is still required

or click Delete. If you click delete you will get a confirmation message which you need to either click Yes or No.

For information on cancelling and changing requisitions refer to the next section on amending requisitions.


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Amending Requisitions Amendments can only be made to requisitions that have not yet been created into a purchase order, so this must be checked first. To check this, click on Requisitions Tab and find the requisition. In the far right hand column the purchase order number will be displayed. To make a change to a requisition you can either:

o click on the Change icon from My Requisitions. o click on Requisitions tab and the requisition number. o click on Requisitions tab and select the requisition then click Change or Cancel.

Requisition not yet approved, In Process status: If the requisition has not been approved the requisitioner can cancel the entire requisition, a line or make any changes, checkout and resubmit it to an approver. Requisition Approved, Approved status: If the requisition has not been approved the requisitioner can cancel the entire requisition, a line or make any changes, checkout and submit it if within their approval limit or submit it to an approver. Requisition Rejected, Rejected status: If a requisition has been submitted for approval but it is incorrect the approver will reject it with a reason why and the requisitioner will receive an e-mail notification. The requisitioner must resubmit the requisition with the required amendments for the approver to approve. Requisition created into a purchase order, Approved status: If a requisition has been created into a purchase order no changes or cancellations can be made by the requisitioner. The requisitioner must contact the buyer to advise of the amendments to be made and the buyer will amend the order accordingly. Request Information, In Process status: A requisition may appear in My Notifications as the approver requires further information before they proceed with the approval. The requisitioner will receive an e-mail notification as well advising of this. The next page will guide you through how to cancel a line, requisition make a change and re-submit a requisition/

The Processes

Withdrawing a Requisition to make changes 1. Find the requisition and click on the requisition number. 2. Click Change. 3. The system will advise you that you are withdrawing it from the approval process. Click

Yes. 4. Items will be back in your shopping cart. 5. You can not make changes to the quantity or price if the item is from the Marketplace. If

you need to change either of these then delete the line, click Shop, go back into the Marketplace, search for the item and add it to your cart.

6. If it is a Non-Catalog item then you can only amend the quantity, if its price delete the line and re-add the line via the Non-Catalog process.

7. Click Checkout to complete the process making any relevant changes as you proceed. 8. If the requisition is within your approval limit, click Submit 9. If the requisition is outside your approval limit, click Next and complete the approval

process before Submit.

Amending a rejected requisition 1. Find the rejected requisition either in My Requisitions or My Notifications and click on the

Rejected status to find out why and click Ok. 2. Follow the process on ‘Withdrawing a requisition to make changes’ and make the

relevant change to correct the rejection.

Cancelling a requisition and/or a requisition line 1. Find the requisition and click on the requisition number. 2. Click Cancel Requisition. 3. If you have more than one line you can select a line and click Continue to cancel that

line only or 3. Click on Cancel Entire Requisition. 4. Click Submit on the Review and Submit screen.

7. A message will display advising you that the cancellation ahs been submitted for

processing. 8. Click Return to Requisition Details. Any lines that you have cancelled with be a nil

value and will have the cancelled indicator icon 9. The line or requisition will no longer be able to be created into a purchase order.


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Actioning a Requisition Sent To You If you receive an e-mail notification advising you that a requisition is awaiting your approval you must action it as soon as possible, especially if it is a foreign currency requisition. The requisition will be listed in My Notifications. If you are going to be absent from the office ensure you set a rule in My Notifications, to ensure any requisitions sent to you for approval are automatically forwarded to another colleague. An automatic e-mail will be sent to the originator if you have not approved it within 3 days, a further e-mail will be sent 2 days later to the originator to advise the document has still not been approved and a further final reminder two days later if it still has not been approved. The requisition will then be in the saved cart of the person who raised it. At the bottom of the iProcurement shop screen is My Notifications, which lists any requisitions awaiting your approval.

Vacation Rules Set this rule up when you are going to be away from the office so that any requisitions sent to you for actioning will be sent to another colleague to action in your absence. 1. Click on Vacation Rules and Create Rule. 2. Select Next on the Vacation Rule: Item Type screen to display the screen below.

3. Complete the following fields:

o Start Date o End Date o Message


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4. In the blank delegate field enter the surname of the colleague and Tab. 5. If there is more than one member of staff with that surname Quick Select the relevant

one. 6. Click Apply.

Actioning Requisitions 1. From My Notifications, click on the Requisition awaiting your approval and a screen

similar to below will display with limited information, where you will have a number of actions you can carry out.

Do not click Open Document

Edit Requisition Enables those items within the requisition to be displayed in your shopping cart screen with a view to amending them e.g. account code was incorrect, wrong tax code or a need to split over various account codes.

o Click Edit Requisition o Approver Shopping Cart will display, click on Approver checkout and make any

relevant changes as you check the requisition. o Once changes have been made click Submit o Click Continue to complete your approval response (refer to page 53)

View Requisition Details Enables you to view requisition lines in more detail.


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o Click on View Requisition Details to display the details screen. o Click on the Details icon for the first item line. This will show any receipts, invoices

and payments made relating to the item line. o Click Show Additional Information to review the requisition line e.g. tax codes,

account codes. o Once you have reviewed the information click on OK and OK again to display the

purchase requisition screen. o Complete your approval response.

Approval Responses

o Approve: Select if requisition is correct. If the requisition was raised by a member of staff with Requisitioner responsibility, once approved the requisition will go into the pool for the department awaiting creation into an order by a buyer. If it was raised within a buyer responsibility, the system will approve it, create it into an order, approve the order and either transmit direct to the Marketplace supplier or it will be printed and faxed to supplier.

o Approve and Forward: Use if you wish another of member to review it even after you have approved it yourself. Ensure that you enter the Surname of the colleague in the blank Forward To field and Tab. Complete the Note field if applicable and click Approve and Forward.

o Forward: Use this is you wish to forward the requisition to another colleague. Ensure you complete the Forward To and Note field and then click Forward.

o Reject: Complete the Note field and then click Reject. Requestor will receive an e-mail notification and it will display in their My Notifications and in My Requisitions.

o Request Information: Use this If more information is required prior to approval. Click Request Information and complete the Information Requested field and click Submit. Requestor will get an e-mail notification and it will display in their My Notifications and in My Requisitions.

Once you have carried out an action on a requisition, it will no longer be listed in My notifications and the status will update on the requestors screen.

Creating a Requisition into a Purchase Order All approved Non-Catalog and Marketplace requisitions that have been raised by staff with iProcurement requisitioner responsibility will fall into a pool of requisitions awaiting creation into a purchase order. Requisitions that were originally raised in requisitioners responsibility yet forwarded onto a buyer with the correct limit for approval will also fall into the pool awaiting creation. You can create a single purchase order with a number of requisition lines as long as the item lines are to the same supplier. Pre-requisite Log into CUFS

Select iProcurement Buyer Select Autocreate

1. Once autocreate has been selected a screen similar to below will display.

5. Input the requisition number or name of supplier, or leave all the fields blank to list all requisitions for the department.

6. Delete the name from the buyer field and click Find.


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7. The screen will display the requisition that matches your search criteria and you can

scroll along to view further information such as the supplier.

• Action: Use the drop down list to select whether you want to create a new document or add to an existing.

• Document Type: Leave as Standard PO. • Grouping: Default will combine requisition lines for same item onto a single

purchase order.

Automatic Creation

a) Select the relevant lines you wish to create into a purchase order (remember they need to be for the same supplier and you can’t have mixed VAT rate items to the same Marketplace supplier).

b) Click on Automatic and the following screen will display.

c) The suppliers name and site will default in if not click on the list of values and search for the supplier.

d) Click on Create and the purchase order has now been created.


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e) Complete the Ship-To, Bill-To and Description field. Scroll along the line to ensure all fields are correct.

f) If you selected item lines that have the same description to the same supplier then

the system will automatically merge them at the lowest cost. g) Check shipments to ensure the tax code is correct and check distributions.

h) Click on Reserve, Submit for Approval, and click OK. If it is a Marketplace supplier

it will default in with XML. As long as your Personal Profile has been set up correctly you no longer need to click in the Print box as the system will do it automatically if it is to a Non-Catalog supplier.

Ensure that E-Mail is not

selected.


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Adding To Existing Documents Pre-Requisite: Log into CUFS, select the PO Buyer responsibility for your department and select Autocreate.

1. Input the requisition number, delete the buyers name and click on Find.

2. Select the Add To as your action from the drop-down bar.

3. Click on Automatic, the Add to Document window is displayed.

4. Enter the PO number to which you want to add the requisition lines to.

5. Click OK. You are notified that the requisition lines have been added to the PO.

6. Click OK in the Note window.


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Receipting and Returning As well as raising a requisition in iProcurement you must receipt all internal and external items. The responsibility of the receipting will vary within departments as it maybe the requisitioner, the approver, stores department or another colleague. Once an item or service is receipted by an individual other than the requisitioner an e-mail notification will be sent to the requestor advising them that their goods/services have been received. 1. Click on the Receiving tab.

2. A list of requisitions you raised awaiting receipting will be listed in Requisition to Receive. 3. If you are receipting on behalf of a colleague you can search by purchase order number

as this will be on the delivery note. When you receipt on behalf of a colleague they will receive an e-mail notification.

4. If you are receipting a Blanket order that was raised via core purchasing, search by

Purchase Order and in the blank search field enter the order and release number e.g. 1142181-1 and click Go.

5. Click on the receive icon for the relevant requisition and the following screen will display.


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6. Select the line you are receiving and update the Receipt Quantity field if you are

receipting a different quantity to what you ordered. 7. Click Next to display the following screen. If you have a delivery note number enter it in

the Packing Slip field.

8. You can complete the Receipts comment box if you wish. Click Next. 9. You may get a warning message and this only relates to items you are receipting on

CUFS that you have received before your specified Need-By Date. If this message displays click Yes.

10. The review and submit screen will display. To complete the receipt process, click

Submit. 11. A confirmation message with your receipt number will display. 12. Click Return to Receiving and the item will be listed in My Receipts at a Glance. To

view the receipt information you can click on the glasses icon for the relevant line.

What if I need to correct the receipt? 1. From the Receiving tab, Receiving Process, click on Correct Receipts 2. Items will display that have been receipted within the last 7 days from the date the

requisition was raised. Amend if applicable. 3. Input the Correct Quantity for the relevant item and click Continue. 4. Correct Receipts: Review and Submit screen displays. Click on Submit. 5. Confirmation message displayed confirming the adjustment.

Returning on CUFS 1. From the Receiving tab, Receiving Process, click on Return Items. 2. Items will display that have been receipted within the last 7 days from the date the

requisition was raised. Amend if applicable.


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3. Input the Return Quantity for the relevant item and click Next and the Return Items: Enter Return Information.

4. Click on the Torch for the Reason field and click Go to select a return reason. 5. Click Quick Select for the relevant reason. 6. Input any comments if applicable and click Next. 7. The Review and Submit screen displays, click Submit. 8. No returns number is given. 9. Ensure you contact the supplier to arrange return of the item.

Purchase Order Summary Within iProcurement Buyer responsibility you can query back any orders raised for your department via the Purchase Order Summary task. You can use the “Find Purchase Order” tool to:

• View purchase order header information (e.g. supplier name and site) • Access purchase order lines, shipment and distribution information • Access information in the View Action History window • View invoice and receipt information • View requisitions if the purchase order was created automatically • Select control actions, including the procedure to cancel a purchase order • From the purchase order lines select Actions to print the purchase order

1. Click on Purchase Order Summary to display the Find Purchase Order Screen.

2. Enter the search criteria to help you find your purchase order. The more criteria you

enter the more specific your search will be. 3. Once you have click on Find and the purchase orders that meet your search criteria will

be displayed in the Purchase Order Header screen.


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4. Additional information that is displayed in this screen includes Supplier, Supplier Site,

Currency, Amount, Matched Amount, Buyer, Closure Status, and Cancelled status.

5. From the Purchase Order Header screen, you have the option to select:

• Lines button to drill down to the purchase order Lines results window to see individual purchase order lines. View Lines can also be selected from the Special menu to open this window.

• New Release button to open the Releases window. If the current record is a blanket purchase agreement or a planned purchase order, then you can create a release against it.

• Open button to open the purchase order window and query the purchase order on the current line. If the current order is for a blanket or scheduled release, Purchasing opens the Releases window and queries the current order. The options in this window depend on the status of the purchase order and the user's approval rights and security options.

6. From the Menu bar, select Inquire to list additional viewing options on the purchase

order:

• View Lines; • View Shipments; • View Distributions; • View Action History; • View Invoices; • View Receipts; • View Requisitions; • View Approval through Workflow.


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Amending Purchase Orders Follow this process if you have a purchase order that requires amending.

1. Find the Purchase Order via Purchase Order Summary completing relevant fields to search for the order e.g. order number, dates, buyer

2. Un-approve the order by clicking on Approve (the unreserved box will be ticked) 3. Click on OK 4. Make the relevant changes 5. Approve it again and the order will have the same number but with a revised version

number. 6. Fax the revised version of the purchase order to the supplier.

Cancelling a Purchase Order/Line If you have approved the purchase order and it has been sent to the supplier then you must follow this procedure to cancel the order or line if it is no longer required, the order was raised in error or the supplier has advised you that they no longer stock the items. 1. Find the purchase order via the Purchase Order Summary Screen.

2. From the above screen to cancel the entire purchase order navigate to Tools and select

Control. 3. To cancel a line click on Lines and then navigate to Tools and select Control.


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Whether cancelling lines or an entire order the control document screen will display. Cancel PO will display if you followed point 2 and if you followed point 3 then it will display with cancel PO line. A reason must be inputted as to why the order is cancelled, a note to supplier can be inputted and select the print document for the order to be reprinted and faxed to the supplier. The information does not feed back to the requisition unless the Cancel Requisition box is checked. If you wish to also cancel the requisition, check the Cancel Requisition box.

4. Click on OK.


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Re-Printing Purchase Orders You can re-print a copy of the purchase order either from the main menu or from the purchase order summary screen.

From the purchase order summary screen enter the PO number that you wish to query and click on Open. Select Actions from the tool bar and click on print purchase order.

1. Click OK to a single request.

2. In the submit request screen click on the pick list icon

3. Enter the PO number or range of number in the parameters

4. Click OK

5. Click on the Options button to change the printer or number of copies, click OK to close the screen

6. Click on the Submit button

To printing from the main menu select the menu item Print Purchase Order and follow the steps above.

Month End Procedures Each quarter-end run the Open Purchase Orders Report (UFS) to identify incomplete purchase orders and close purchase orders by receiving goods or matching against the invoice/cancelling the order.

Although raising a purchase order creates a commitment on CUFS, once goods/services have been received this becomes a legal obligation to pay the supplier. Prior to the month-end we should establish that any incomplete purchase orders are actioned and closed.

Open Purchase Order Report This report has been designed to make it easier for Departments to identify and clear out unwanted purchase orders/lines. It lists all the Purchase Order lines that have not been fully received or fully matched to an invoice and will assist in identifying where goods need to be received onto the system, or order lines need to be cancelled or finally closed. This report should be run at the very least on a quarterly basis (although it could also be run more frequently if you wish) as a standard housekeeping task. Departments who place a large number of Purchase Orders against research grants would benefit from running this report as it contains useful information with regards to funds checking and commitments. Every Purchase Order raised on the CUFS system creates a commitment when it goes the approval process. The commitment turns into an obligation to the supplier once goods have been received and a payment to the supplier has been made once the invoice has been input and matched to the PO. At this stage the order will close and the commitment becomes an actual expense against the relevant accounts. The final status of all Purchase Orders should therefore be Closed or Finally Closed.

Invoice matched to PO =

PO closes and the commitment becomes an

actual expense in departments accounts.


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Po Approved = Commitment in

departments accounts

Goods Receipted =

Obligation to supplier

How to run the report

You can run this report under iProcurement Buyer responsibility. In the Report Parameters if you accept the default parameters you will obtain a complete picture for your department across all buyers.

7. Navigate to Reports, Run in your iProcurement Buyer responsibility.

8. Click OK to a single request.

9. In the Name field, click on the List of Values and select Open Purchase Order Report (UFS) and click OK to display the parameters screen.

10. You can complete the following fields:

o Creation Date From/ To: Enter dates

o Buyer: Click on the List of Values and enter a % followed by the Surname of the buyer and another %. Click Find and select the buyers name from the list by highlighting it and clicking OK.

o Select Only Project Orders: Limits the report to Project related purchase orders by selecting Yes.

o Show Summary Info: Leave the default as Yes.

o Show Detail Info: Amend to Yes.

11. Once fields are completed click OK and click Submit to print the report straight away. Proceed to step 7.

12. You may wish to view the report on the screen first by clicking Options, amending Copies to Zero, click OK and Submit.

13. The Requests screen will display, click on Refresh Data until the status shows as Completed.


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14. If you viewed the report first and you now wish to print it, from the Requests screen click on Tools, Reprint.

15. Review the report to see whether there are any purchase orders lines that have not been fully received or fully matched to an invoice. Project related orders are at the top of the list to give them a higher priority. It will assist in identifying where goods need to be received onto the system, or order lines need to be cancelled or finally closed.

16. The action required will depend on the status of the purchase order.

Status Explanation Action Open PO Raised only – funds

committed o Goods not yet received: No action

required. o PO raised in Error: Approve and

then cancel the order. o PO not approved but required:

Process not completed, find the PO and approve it.

Closed for Receiving

Goods have been received on the system

o Awaiting Invoice to be processed: No action required

o Invoice not matched to the PO: Finally close the order.

Closed for Invoicing

Invoice matched to PO BUT goods not received on system.

o Receipt goods on the system.

Finally Close a Purchase Order/Line After reviewing the open purchase order report it may be necessary to Finally Close a purchase order. You would finally close if the invoice had been paid but was not matched to it to the purchase order. This ensures that the commitment of the funds are removed. Alternatively, you would finally close a line if you had returned an item that was no longer required. 1. Go to Purchase Order Summary.

2. Enter your Purchase Order number.

3. Click the Find button.

4. If you are finally closing the entire order, go to the Tools menu and choose Control. 5. If you are finally closing a line ensure that you click on the Lines button before you

proceed to click on Tools and Control. 6. Highlight Finally Close. 7. You must enter a reason.

8. Click OK.


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Further Guidance and Support Small changes may be made to the iProcurement module so please ensure that you are always referring to the most up to date training material.

Quick Reference Guides and Detailed Documentation http://ufs.admin.cam.ac.uk/reference/ On-line iProcurement course http://www.admin.cam.ac.uk/offices/finance/training/courses/34.shtml Supplier Database http://ufs.admin.cam.ac.uk/ssr/

Course Training Manuals http://www.admin.cam.ac.uk/offices/finance/training/manuals/ Financial Procedures Manual http://www.admin.cam.ac.uk/offices/finance/procedures/ Finance Regulations http://www.admin.cam.ac.uk/offices/finance/regulations/index.shtml

iProcurement Help Desk

01223 (7)65101 Support for on-line training/course literature

Finance Training 01223 (7)65985

http://ufs.admin.cam.ac.uk/reference/

http://www.admin.cam.ac.uk/offices/finance/training/courses/34.shtml

http://ufs.admin.cam.ac.uk/ssr/

http://www.admin.cam.ac.uk/offices/finance/training/manuals/

http://www.admin.cam.ac.uk/offices/finance/procedures/

http://www.admin.cam.ac.uk/offices/finance/regulations/index.shtml

iproc_approver

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