What is eProcurement?
Step 3: Return to NSF
eProcurement is used to generate a Purchase Order for
a Supplier who has web technology, where we can
order over the web and our systems are compatible
with each other.
Once you finalise your requisition it is picked up by
Purchasing and becomes a Purchase Order. Once your
requisition has become a Purchase Order you no longer
need to do anything with the requisition, from that
point in time it’s all about the Purchase Order.
(This document is based on placing an Order from a
fictional supplier.)
You return to NSF by completing your order on the
Supplier web site. The Complete buttons location will
differ from supplier to supplier. Once you press the
Complete button press the Return Cart button to leave
the suppliers web site and return to NSF. (If prompted
to close window say yes).
(Important - Your order is not placed with the supplier
until it is Dispatched – see Step 8).
When you return to the eProcurement main page press
the Review & Submit button to review your requisition
- items you have ordered will now be lines in your
requisition, you must now add the chartfield
distribution information for each line.
Step 1: Create a Requisition
Go to the eProcurement menu in NSF and select
“Create a Requisition”. Enter your business unit,
identify yourself, give your requisition a description and
press Continue.
Select “Web” (Web is used to access the suppliers web
site) and choose the goods you are buying (if what you
are buying is at a special price or something that is not
in their catalog you can use the “Special Request” tab).
Select the Supplier from the eProcurement Supplier list.
(If you are prompted to display non secure items say
Yes.)
You have now left NSF and are on the Suppliers web
site.
Step 4: Enter Chartfield Information
Step 2: Add items to a Requisition
Ensure that the Account code is accurate and that there
is a valid fund, department and project id.
You must also identify items which are GST free and
split these lines so that you can change the GST rules
which apply to the GST free items (i.e., coffee). You do
Browse the suppliers catalogue on their web site adding
items to your order as you go along (making special
note of any GST Free items - it is very important that
while you are making your purchases on the supplier
web site that you become familiar with what items are
GST free as you will need to make adjustments to these
lines when you return to NSF and commence entering
the Chartfield information.)
Once you are on the eProcurement main page you will
need to complete the chartfield distribution. Click the
Expand Section button
and select the Chartfields2
tab to complete the chartfield distribution for each line.
Alternatively you may modify all lines at once by
selecting all lines – either by selecting the link or by
checking each tick box – and then clicking the Modify
Line/Shipping/Accounting button
this by selecting the Schedule VAT icon
and
changing the VAT Details Transaction type from AO
(adds GST) to FRAO (does not add GST).
Once you are happy with your chartfield distribution
you can Budget Check your requisition.
You view the GST rules by clicking on a picture. If you
see GST Free
then the items is GST Free, if
you do not see GST Free then the item is not GST Free.
Step 5: Budget Check
When you are ready press the Budget Check Button and
wait for the budget check process to run. Your budget
check status must be valid before you will be able to
continue, you will not be able to submit your
requisition for approval if your budget check returns an
error.
Step 6: Save and Submit
Once your budget check status is at valid you can press
the Save & Submit button.
Step 7: Approval
If you are the approver and the requisition amount is
within your financial delegation the status will
immediately change to Approved. If the requisition
requires approval from another person the status will
change to Pending Approval and a workflow will be sent
to the approver advising them that they have a
requisition to approve. Once they have approved the
requisition the requester will receive a workflow
advising that the requisition has been approved.
Step 8: Dispatching
eProcurement
requisitions
are
dispatched
automatically so there is no need to do anything further
until you receive delivery of your goods.
A process runs every hour which picks up Approved
Requisitions and converts them into Purchase Orders.
Once the purchase order has been created it dispatches
to the Supplier automatically. Once the purchase order
has been dispatched the requestor will receive a
workflow advising them of the Purchase Order ID. This
is the ID to be used for all communications (the
requisition ID is now somewhat irrelevant).
Step 9: Receipting
Navigate to the Purchasing menu and go to
Add/Update a Receipt.
Ensure you are on the Add tab, enter your business
unit, leave the PO id as ensure the PO Receipt field is
checked and press the Add button.
Enter the details of the Purchase Order you want to
receipt and press the Search button. Select the
Purchase Order by selecting it in the Sel column and
press Okay.
Confirm what you have received by entering the qty
into the Receipt Qty field.
If you’ve received a partial delivery enter the
amount you have received and continue. When you
receive the rest of the order you Add another receipt at
that time in this same way. If you’ve received less than
you ordered and you no longer require the rest of the
order you need to create a change order to change the
original order (see UPK under “Purchasing
Fundamentals” called “Update/Cancel POs”
If you are receipting an order for an Asset “AM
Status” column will contain a status of “Pending”
For Asset PO’s only:
Click the Pending status hyperlink and enter the Tag
number, the barcode number and the serial number.
Go to the More Details tab and enter the owner,
location, model and manufacturer.
Press OK and save.
Managing Requisitions
Once you have created your requisition you can access
it at any time using the Manage Requisitions menu.
The requisition lifecycle shows all stages of the process
from requisition through to payment.
Each step in the cycle is represented with an icon. If
the icon is shown in colour; that stage of the process
has been completed. You may click the icon to drill
down for further details on the stage of the process.
There is also a drop down box that may be used to
complete further actions
Edit Requisition allows you to edit the requisition. You
can only edit a requisition BEFORE it has been
converted into a PO.
To change or cancel an order that originates as an
eProcurement requisition Buyers are advised to cancel
the PO (advise the vendor) and create a new order via
eProc if required.
Cancel Requisition will cancel the requisition.
A requisition can be cancelled if it has a Status of
‘Open’, ‘Pending’, ‘Approved’ or 'Denied'. Once it has
been converted into a PO and dispatched, buyers must
contact the vendor and request that the order be
cancelled. They will need to quote the PO number. The
PO can then be cancelled.
Requisition Status’
Open
Pending
Approved
Denied
PO Created
PO Dispatched
Received
Cancelled
Saved but not submitted
Awaiting Approval
Approved waiting for PO to be built
Denied by Approver
Built into PO but not Dispatched
PO has been Dispatched but goods not
received
Goods have been partially or fully received
Requisition has been cancelled.
Where to find Training
Online Training:
eProcurement
Quick Reference Guide
Access the Online Training Tool (UPK) from the finance
website, select “Training & NSF Knowledge Base” and
then “Online Training Tool”.
Classroom Training:
Training schedules are posted on the finance website,
select “Training & NSF Knowledge Base” and “Training”
then “NS Financials Training”.
Please seek approval from your line manager and
follow the normal approval process to register
classroom training.
Where to get help
PROCESSING HELP – Contact Accounts Payable Help Desk
on extension 53356 or email details to
[email protected].
PURCHASING HELP – Contact Buying Network on
[email protected]
TECHNICAL HELP - Contact your local IT support team, if it
cannot be resolved; contact the IT Service Desk x51333.
To access NSF and for all of the
University’s Financial Policies and
Guidelines, refer to the Finance Website:
www.fin.unsw.edu.au