creating requisitions in ariba - … 200...9/20/2013 2 module 1 creating requisitions ariba...
TRANSCRIPT
9/20/2013
1
CREATING REQUISITIONS IN ARIBA
Please log on to the computer while waiting for class to begin.
COURSE OBJECTIVES
At the end of this course you should be able to:
Create a Catalog Requisition
Create a Non-Catalog Requisition
Understand the Approval Process and Approval Methods
How to Monitor a Requisition Status
How to Withdraw or Edit a Requisition
2
9/20/2013
2
MODULE 1 CREATING REQUISITIONS
ARIBA PROCURE-TO-PAY (P2P)
At the end of this module you should be able to:
Describe the Components of a Requisition
Create a Catalog Item Requisition
4
MODULE OBJECTIVES
9/20/2013
3
REQUISITION TO PURCHASE ORDER
5
Create Requisition
Approve Request
Issue Purchase Order
SupplierReceives P.O.
RECEIVING TO PAYMENT
6
Create Receipt
Reconcile Invoice
Exceptions
Approve Invoice
SupplierReceives Payment
9/20/2013
4
REQUISITION KEY CONCEPTS
In Ariba P2P, you the Requester, create the Requisition.
You may create (i.e. “prepare”) the Requsition on behalf of another user. In this instance, they are considered the Requester.
Ariba P2P will assign a Requsition ID number. When fully approved, P2P will generate a Purchase Order (PO) number.
The Requisition consists of the following:
• Basic information such as the requester, date, total price of items, reason for purchase
• Line items: each catalog or non-catalog item being requested for purchase
• Accounting details (accounts, commodity codes, etc.) for each line item
7
8
Raise your hand if …
you have ever shopped using the internet.
9/20/2013
5
VENDORS/SUPPLIERSAll vendors who could be found in SRM will be available in Ariba.
Vendors who were found in BOILERMART are going to be loaded in Ariba as a Catalog option.
Enabled Vendor: An enabled vendor integrates electronically with the Ariba network with both receiving Purchase Orders and submitting Invoices.
Partially Enabled Vendor: A partially enabled vendor integrates electronically with the Ariba network in only one way, typically by electronically accepting Purchase Orders through the Ariba network and submits invoices manually.
Manual Vendor: A manual vendor is a vendor that currently does not integrate electronically with the Ariba network and only accepts manual submissions of Purchase Orders and submits Invoices manually.
9
CREATE CATALOG REQUISITION
10
Shop by Category, Supplier, or Contract
Or use the carousels to shop by Recently Viewed, Favorites, or
Popular Categories
Begin referencing the Creating Requisitions in Ariba QRC
9/20/2013
6
CREATE CATALOG REQUISITION
11
Or use the carousels to shop by Recently Viewed, Favorites, or Popular
Categories
Search all of the catalogs by entering a part number, supplier
name, or keyword
SEARCH THE CATALOG
12
A keyword search for ‘paper’ returned 96 items
Sort the results in a variety of ways
Narrow the results using
menus
Add items to cart
9/20/2013
7
CREATE CATALOG REQUISITION
13
TIPSuppliers with a Punch
Out Catalog are indicated by the
icon.
Shop by Supplier will yield a listing of all catalogs
CREATE CATALOG REQUISITION
14
To shop at a punch out supplier’s site, click on the supplier name
9/20/2013
8
CREATE CATALOG REQUISITION –PUNCH OUT CATALOG
15
TIPSince Punch Out
catalogs are maintained by the Supplier, each
site will have a different look & feel.
CREATE CATALOG REQUISITION –PUNCH OUT CATALOG
16
Browse the catalog and add items to cart as desired. If you do not find what
you are looking for, click Close Punchout Catalog Shopping Session.
9/20/2013
9
ADD LINE ITEMS TO SHOPPING CARTAdd all of the required line items
to your shopping cart
17
CHECK OUT
Click on “Submit Requisition” to transfer the line item and supplier information back to the Purdue
Ariba application
18
9/20/2013
10
CHECK OUT
The line items automatically populate the Ariba requisition
19
Catalogs in Ariba can be CIF or Punchout
True or False
20
True. Punchout Catalogs jump the user outside of the Purdue Ariba instance to the supplier’s site, allowing the user to
shop for items and return those items to the user’s requisition.
9/20/2013
11
21
CATALOG NAVIGATIONSEARCHING
INSTRUCTOR DEMONSTRATION
ARIBA TRAINING ENVIRONMENTOpen Internet Explorer
Go to: http://purdue-t.procurement.ariba.com/
Using ID and Password given to you by the Instructor, log in to the AribaTraining Environment.
IDs are in all CAPS.
Password is: ariba (all lowercase)
22
9/20/2013
12
PARTICIPANT EXERCISE – 1A
23
SEARCHING IN ARIBA
5Minutes
Objectives:
o Search by Vendor
o Search by Item
o Search by Category
ARIBA SHOPPING CART
24
The Requisition number is shown and the cart contents are
displayed
Click Proceed to Checkout
9/20/2013
13
CHECKOUT
25
TIPS1) Required fields are
noted with a green asterisk * need‐by date also required.
2) The information Icon indicate when a field explanation is available
Populate the fields on the Summary tab.
LINE ITEMS
26
o Edit – Edit line item detailso Copy – Copy the selected itemo Delete – Delete the selected item(s)oUpdate Total – Update the total cost
Review the Line Items and use Action Buttons as needed.
9/20/2013
14
EDIT LINE ITEMS
27
To view the line item details, select the line item and click Edit.
ACCOUNTING BY LINE ITEM
28
Review the Accounting – By Line Item section.
Enter appropriate funding information
(e.g. IO,RIO, Cost Center WBSE and fund).
9/20/2013
15
SPLIT ACCOUNTING
29
Account Assignment• If the splits all have Internal Order or Real Internal Order
numbers use F‐Order
• If the splits all have Cost Centers use K‐Cost Center• If the splits all have Projects (WBSE’s) use P‐Project• If the splits have different Account Assignment (e.g. Cost Center
and Internal Order or a Project and a Cost Center) use X‐Multi Account Assignment
Reference the Split Accounting in Ariba QRC
SPLIT ACCOUNTING
30
Allocate the split by Percentage or Quantity is recommended. Enter the corresponding values and
click OK.
Add additional splits as needed.
NOTE: Add Splits prior to entering the
account assignment details.
9/20/2013
16
COMMENTS/ATTACHMENTS
31
To add comments specific to a line item, click Add Comment.
To add an attachment specifically to a line item, click Add
Attachment.
APPROVAL FLOWThe Approval Flow
section will show any errors or missing required fields
9/20/2013
17
APPROVAL FLOW
33
Review the Approval Flow
APPROVAL FLOW SERIAL VS. PARALLEL
34
Example of Approval Flow added in Serial
Example of Approval Flow added in Parallel
9/20/2013
18
APPROVAL FLOWADDITIONAL
35
Example of an Order less than $500 for Office Supplies
Example of a Catalog Order greater than $5,000
Level 1 Fiscal Approver needed for Cost Center xxxxxxx
Level 1 Fiscal Approver needed for Cost Center xxxxxxx
Level 2 Fiscal Approver needed for Cost Center xxxxxxx
Asset Approver needs to review all requisitions that total more than $5,000
APPROVAL FLOWADDITIONAL
36
Example of a submitted requisition where approvals have not started
Once the Level 1 Fiscal Approver approves the order it turns green; it is now ready for the Level 2 approver
9/20/2013
19
MODIFY APPROVAL FLOW
37
• In a “Serial” approval flow (straight line) one person receives notice at a time. Each Approver pending will not receive notice until the Approver that precedes them approves the document.
• “Parallel “indicates that all approvers in parallel are simultaneously notified about the document needing approval.
• A Watcher will receive notification at the same time the first Approver receives notification.
Optionally, you may add additional approvers or watchers to the flow as
needed before clicking Submit.
Reference the Adding or Deleting an Approver or Watcher to Approval Flow in Ariba QRC
SUBMIT THE REQUISITION
38
o Continue Shopping – Add additional items to carto Delete – Delete the PR from the systemo Save – Save the PR to your ‘My Documents’ Portalo Submit – Trigger the Approval Flow
When you are ready to submit the requisition for review and
approval to the Approvers and/or Watchers listed in the approval
flow, click Submit.
9/20/2013
20
REQUISITION SUBMITTED
39
Split Accounting allows you to split the cost of the goods or services to two different cost
centers
True or False
40
True. Split accounting can split to 2 different cost centers, or as many different cost centers as needed.
9/20/2013
21
41
PREPARE AND SUBMIT CATALOG BASED REQUISITION
INSTRUCTOR DEMONSTRATION
42
CREATE AND SUBMIT A CATALOG REQUISITION
Objectives:
o Navigate Catalog Tab
o Explore Local and Punch Out Catalogs
o Create Requisition
o Modify Workflow
10 Minutes
PARTICIPANT EXERCISE – 1B
9/20/2013
22
43
CREATE AND SUBMIT A UNIVERSITY STORES REQUISITION
Objectives:
o Create a Requisition with a University Stores Item
o Submit for Approval
5 Minutes
PARTICIPANT EXERCISE – 1C
MODULE 2NON-CATALOG REQUISITIONS
ARIBA PROCURE-TO-PAY (P2P)
9/20/2013
23
MODULE OBJECTIVES
At the end of this module you should be able to:
Create a Non-Catalog Item Requisition
Submit a Requisition for Approval
Review the Lifecycle of a Requisition
45
CREATE NON-CATALOG REQUISITION
46
Two icons are available to initiate a Non‐Catalog Item PR.
9/20/2013
24
CREATE NON-CATALOG REQUISITION
47
Enter a full description, select the commodity code, quantity, Price
and click Update total. Enter the supplier, if known and the supplier part number. If not number exists enter “No PN”.
Once complete click Add to Cart.
CREATE NON-CATALOG REQUISITION
48
The requisition number is shown and the cart contents are
displayed
9/20/2013
25
CREATE NON-CATALOG REQUISITION
49
TIPS1) Required fields are
noted with a green asterisk *
2) The Information Icon indicate when a field explanation is available
Populate the title, Deliver To, and need‐by
Date and enter comments or add
attachments, if needed, on the Summary tab.
CREATE NON-CATALOG REQUISITION
50
The Approval Flow section will show any errors or missing required fields
9/20/2013
26
EDIT LINE ITEMS
51
To view the line item details, select the line item and click Edit. When complete
click OK.
CREATE NON-CATALOG REQUISITION
52
Click Submit
9/20/2013
27
REVIEW MY DOCUMENTS
53
From the Home tab, reference My Documents to see the status of all requisitions.
Non-Catalog requisitions require less work than Catalog
requisitions
True or False
54
False. Catalog Requisitions default all of the item information such as the commodity code, supplier, etc. For Non-Catalog
Requisitions, the fields must be entered manually.
9/20/2013
28
55
CREATE AND SUBMIT NON‐CATALOG REQUISITION
INSTRUCTOR DEMONSTRATION
56
CREATE NON‐CATALOG REQUISITION
Objectives:
o Create a non‐catalog Requisition
o Submit Requisition for Approval
10 Minutes
PARTICIPANT EXERCISE – 2A
9/20/2013
29
MODULE 3MONITOR A REQUISITIONEDIT OR WITHDRAWAL
ARIBA PROCURE-TO-PAY (P2P)
MODULE OBJECTIVESAt the end of this module you should be able to:
Edit a Requisition
Withdraw a Requisition
9/20/2013
30
59
REQUISITION STATES
Document Statuses Actions Allowed
Requisition Composing Edit, Withdraw
Requisition Submitted Edit, Withdraw
Requisition Ordering, Ordered View, Monitor
Begin referencing the Monitoring and Editing Requisitions in Ariba QRC
LOCATE SUBMITTED REQUISITION
60
Submitted requisitions can be found in the My Documents content pane on the Dashboard The status of each document is visible
9/20/2013
31
MODIFY REQUISITION
61
Edit• Removes requisition from Approval process• Puts requisition in ‘Composing’ status and into Edit mode• Can be edited until the requisition is fully approved
PR must be in a ‘Submitted’ status.
PR must be in a ‘Submitted’ status.
MODIFY REQUISITION
62
PR must be in a ‘Submitted’ status.
PR must be in a ‘Submitted’ status.
Withdraw• Removes requisition from Approval process
• Puts requisition in ‘Composing’ status
• Additional step to edit request
9/20/2013
32
63
EDIT AND WITHDRAW REQUISITION
5Minutes
PARTICIPANT EXERCISE – 3A
Objectives:
o Edit Requisition
o Withdraw Requisition
64
RESOURCES
Quick Reference Cards, Business Processes and Simulations
• https://spa.itap.purdue.edu/Business/businessatpurdue/Pages/ariba.aspx
Procurement Services Helpdesk• [email protected]
9/20/2013
33
ACCESSING ARIBAAccess Employee Portal: http://www.purdue.edu/employeeportal/
Select Ariba:
Enter Career Account ID and Password:
65
66
NEXT STEPS
Review User Profile in Ariba – October 14, 2013
Enter Purchasing Unit
Update Ship-To Location (If Missing)
Refer to Setting Purchasing Unit and Shipping/Delivery Information in Ariba QRC.
Email Notification Settings – these can be managed in the user profile. Refer to Edit Email Notifications in Ariba QRC.