Business Office
Advanced Purchasing
Hosted By MNPS Business Office
Please Sign In
1
Computer
Please sign on your computer using your
own user name and password
• Open two tabs
– Sign into EBS
– Sign into P2P
2
Purchasing Department
Introductions
Purchasing Manager Purchasing Assistant
Allan Gonce
Theresa Miller
Purchasing Assistant
Carnell Hughes
Travel Agent
Carmen Sparkman
Director of Purchasing
Gary Appenfelder
Contract Specialist
Mace Neal
Contracting Officer
Brad Wyatt
Purchasing Assistant
Donna Gosnell
Purchasing Assistant
Sara Nelson
3
What We Will Cover
• Finding PO Numbers in EBS
requisition number)
(using a P2P
• Exporting P2P Requisition Data to Excel
• Large Order Spreadsheets
• Requisition Status
4
Assumptions
• Access and navigate EBS
• Access and navigate P2P
• Employee Portal
5
Hands On
Show you how and practice
together
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Finding PO Numbers in EBS
Once a P2P requisition (aka web req) is approved
by the principal or department head,
overnight P2P communicates with EBS. The
P2P requisition number then can be used to
find the EBS requisition and PO number.
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Finding PO Numbers in EBS
Why would you need to find a PO
number in EBS?
• Vendor didn’t include PO number on packing slip
• The PO number is not displayed in P2P
• All you have is the EBS requisition number
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Finding PO Numbers in EBS
Find the P2P
requisition
number
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Finding PO Numbers in EBS
After signing into
EBS select
•
•
•
•
•
•
Navigator
Metro Task View
Distribution
MNPS Procurement
Inquiries
Purchase Order
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Finding PO Numbers in EBS
Select on the PO
type
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Finding PO Numbers in EBS
Enter the P2P
requisition
number into the
Related Order
field
•
•
Related Order is for the P2P requisition number
Original Order is for the EBS requisition number
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Finding PO Numbers in EBS
• Click on Find
• Scroll to Order
Number column
• Here we see the
PO number is
326741
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Let’s Try It
After signing into
EBS select
•
•
•
•
•
•
•
Navigator
Metro Task View
Distribution
MNPS Procurement
Inquiries
Purchase Order
Purchase Order Inquiry –
Local (OH)
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Let’s Try It
Your screen should look like this
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Let’s Try It
• Use P2P requisition number 46535 OH
• Find the PO number
• What did you find?
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Let’s Try It
The answer is
• PO number is
266646
• Bonus question, find the
EBS requisition number
• EBS requisition is 45620
(Original Number)
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Questions
Questions about finding a PO number in
EBS?
18
Exporting Requisition Data
Why would you need to export
requisition data?
• Locate an order
• Locate a product
• Match orders with Detailed Transaction Report in EBS
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Exporting Requisition Data
• Requisition Status
• Select radio button (all, today, week, month or year)
• Lookup Requisition
Leave Requisition Number field blank and leave your email address in the Requestor Email field.
This will export all requisitions that were entered by you.
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Exporting Requisition Data
Click the
Excel icon
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Exporting Requisition Data
A spreadsheet
will display
similar to this
one
Order Req Line Item
Account Number
Subledger Vendor Number
Vendor Name
4151
1 80101784.505233.2316499
236013 DIGITAL BUSINESS MACHINES (ACH)
4215
1 80101784.503100.2316499
236013 DIGITAL BUSINESS MACHINES (ACH)
4215
2 80101784.503100.2316499
236013 DIGITAL BUSINESS MACHINES (ACH)
4215
3 80101784.503100.2316499
236013 DIGITAL BUSINESS MACHINES (ACH)
4215
4 80101784.503100.2316499
236013 DIGITAL BUSINESS MACHINES (ACH)
4215
5 80101784.503100.2316499
236013 DIGITAL BUSINESS MACHINES (ACH)
4220
1 80101784.503100.2316406
213044 A Z OFFICE RESOURCE INC (ACH)
4220
2 80101784.503100.2316499
213044 A Z OFFICE RESOURCE INC (ACH)
4220
3 80101784.503100.2316499
213044 A Z OFFICE RESOURCE INC (ACH)
4220
4 80101784.503100.2316499
213044 A Z OFFICE RESOURCE INC (ACH)
4220
5 80101784.503100.2316499
213044 A Z OFFICE RESOURCE INC (ACH)
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Exporting Requisition Data
Now start
manipulating the
data by
•
•
•
•
•
Adding lines
Turn on filters
Sorting data
Control F
Type in key
word to search
Order Req
Line
Item
Account Number
Subl
edge
r
Vendor Number
Vendor Name
4220
1 80101784.503100.2316406
213044 A Z OFFICE RESOURCE INC (ACH)
4220
2 80101784.503100.2316499
213044 A Z OFFICE RESOURCE INC (ACH)
4220
3 80101784.503100.2316499
213044 A Z OFFICE RESOURCE INC (ACH)
4220
4 80101784.503100.2316499
213044 A Z OFFICE RESOURCE INC (ACH)
4220
5 80101784.503100.2316499
213044 A Z OFFICE RESOURCE INC (ACH)
6878
1 80101784.503100.2316499
213044 A Z OFFICE RESOURCE INC (ACH)
6878
2 80101784.503100.2316499
213044 A Z OFFICE RESOURCE INC (ACH)
6878
3 80101784.503100.2316499
213044 A Z OFFICE RESOURCE INC (ACH)
6878
4 80101784.503100.2316499
213044 A Z OFFICE RESOURCE INC (ACH)
6878
5 80101784.503100.2316499
213044 A Z OFFICE RESOURCE INC (ACH)
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Let’s Try It
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Let’s Try It
•
•
•
•
Requisition Status
Select radio button
Lookup Requisition
Click Excel icon
(month)
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Questions
Questions regarding exporting
requisition data from P2P?
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Large Order
Spreadsheet
Requisitions with multiple lines can be
entered in P2P using a Large Order
Spreadsheet also known as a “LOS.”
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Large Order
Spreadsheet
The requisition must have a minimum of
10 lines but is recommended for orders
that have 30 or more lines.
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Large Order
Spreadsheet
The LOS can be found on the employee
portal
• Departments
• Purchasing
• Forms and Resources
– Large Order Requisition Procedure
– Large Order Spreadsheet Template
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Completing the Large
Order Spreadsheet
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
Quantity to be ordered
Unit of measure
Unit cost
Extended cost is automatically calculated (do not change)
Line type of “J” is pre-populated (do not change)
Enter first 30 characters of description (must have item
number or ISBN number in this field first)
Enter up to 30 additional characters if needed
Enter account number
unit.objectcode.subsidiary such as
80101450.503100.2316499
If required enter a sub ledger type
If required enter a sub ledger number
Enter the sum ∑ function in the box below the last line in the
Extended Cost column. This sum should be used when
entering the requisition in P2P.
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Completing the Large
Order Spreadsheet
Please do not alter the LOS!
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Completing the Large
Order Spreadsheet
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Completing the
Requisition Using a LOS
1.
2.
3.
4.
5.
Go into Procure to Pay and start a requisition
Item #/Model/Product Description box, enter the following
LARGE ORDER SPREADSHEET
Quantity box, enter 1
Unit of Measure box, enter Each
Unit Price box, enter the $total cost of the requisition (the number
generated in step 11)
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Completing the
Requisition Using a LOS
6. Account and Subledger
# boxes, select
accounts, if needed,
(must use the same numbers
entered on the LOS)
7. Continue to complete
the requisition
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Completing the
Requisition Using a LOS
8.
9.
Upload LOS by
clicking the
Attachments tab
Finish the
requisition as
usual
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Completing the
Requisition Using a LOS
After the requisition is approved by all
parties the LOS is uploaded into EBS
by a Purchasing Assistant. Altering the
spreadsheet will cause this upload to
fail and the order may be rejected.
Please do not alter the LOS.
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Questions
Questions about completing a LOS?
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Requisition Status
Inquiring on the status of the
requisition can be started by reviewing
information in P2P
•
•
•
•
Select “Requisition Status” from the menu
Click on the Requisition tab
Type in the requisition number
Select the magnifying glass
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Let’s Try It
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Let’s Try It
•
•
•
•
Select “Requisition Status” from the menu
Click on the Requisition tab
Type in the requisition number 87519
Select the magnifying glass
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Let’s Try It
• First check to
see if the
requisition
has been
approved by
clicking the
Disapproval
Notes tab
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Let’s Try It
• Requisition
was approved
07/23/2014
*Please note that if the
order is an IT order you
should look for two
approvals, one from the
approver and one from the
CTM
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Let’s Try It
Click on the Order Header tab
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Let’s Try It
•
•
•
•
•
Loaded in EBS on
07/22/2014
EBS Requisition
#88233
EBS Requisition
created
07/23/2014
EBS PO #326741
EBS PO created
07/24/2014
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Requisition Status
Purchase Orders are emailed to
vendors on the next business day
(after the PO is created in EBS)
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Requisition Status
What should I do if:
•
Requisition hasn’t been approved by principal or department head
– Contact approver by email, phone, or send reminder email through P2P
•
Requisition hasn’t loaded to EBS
–
–
Check the date the requisition was approved
What is the time of day
•
•
Between 12:30 a.m. and 1:30 p.m. is the midday update
Requisition doesn’t have PO number in EBS
–
–
–
All of the above has been explored
Local funds and more than 3 business days has passed email
[email protected]
Federal funds and more than 6 business days has passed email
[email protected]
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Questions
Questions about using requisition
status in P2P
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Survey
Our training is designed to meet your needs and
your feedback is important to us. Please tell us
what we did well and what we need to improve or add
to this training.
Find the survey link on the employee portal
• Departments
• Financial Operations
• Financial Management Training Survey
•
Advanced Purchasing for Central Office
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Thank you!!!!
Please complete our survey
before you leave.
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