Welcome to the Procurement Users Group

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Welcome to theProcurement Users Group

• Wednesday, April 12, 2006
• 900am Noon

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Todays Agenda

• Announcements
• Presentations
• RUG Update
• Year-end Reminders
• 2-Way Match
• Breakout Session
• QA Session

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Announcements

• 8.10 Upgrade Information
• Approval Route Loop
• Help Desk Form Online (NIS Home Page)
• Quantities on Contracts

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Reports and Inquiries User Group

• Update

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RUG Update

• Contract Usage Report
• Approval Route Report
• Total Dollars Remaining on Contract Report

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• Run the Contract Usage report to review total
  contract usage purchase order numbers, vendor,
  agency, quantity purchased and the dollar amounts
  against a contract.
• For complete instructions, navigate the
  Procurement Training Manual on the NIS Website.

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• Leave all data selection as is. Report is
  automatically set to run on all contract purchase
  order types. The Dates will be entered on the
  Processing Options window.
• If desired, report can be narrowed by
• Specific Order Type
• Specific Contract Types
• Specific Contract Number

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• Enter the date range for which to run report.

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• Run the Approval Route report to view the
  approval routes that are tied to end users in
  your agency.
• For complete instructions, navigate the
  Procurement Training Manual on the NIS Website.

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• If running report for an entire agency, leave
  data selection as is (blank).
• Narrow report by individual employee address book
  number by choosing Code Approval Routing in the
  Left Operand field.

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• If running report for an entire agency, enter the
  3-digit agency number.
• If running report for an individual, leave this
  field with an asterisk ().

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• Run the Total Dollar Remaining on Contracts
  report to see contract information including
  total contract amount, purchase order amounts,
  total dollars received by vendor and the
  remaining amount left on contract.
• For complete instructions, navigate the
  Procurement Training Manual on the NIS Website.

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• Leave all data selection as is. The Date will be
  entered on the Processing Options window.
• If desired, report can be narrowed by
• Agency
• Division

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• Enter the contract cancel date.

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Year-end Reminders

• Look at Open Purchase Orders and make sure they
  are valid
• Run one of the following reports
• Open PO by Supplier
• Open PO by Business Unit
• Clean up Requisitions
• Run the Open Requisitions report

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• Run the Open PO by Business Unit report to view
  all open lines on Purchase Orders for a specific
  Business Unit at a given time.
• For complete instructions, navigate the
  Procurement Training Manual on the NIS Website.

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• In the first row (Order Type), change the Right
  Operand to the Order Type(s) for which to run the
  report
• In the third row (Business Unit), change the
  Right Operand to the Business Unit for which to
  run the report.
• If desired, report can be narrowed by
• Purchase Order number
• Vendor

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• Run the Open PO Detail by Supplier report to view
  all open lines on Purchase Orders for a specific
  Supplier at a given time.
• For complete instructions, navigate the
  Procurement Training Manual on the NIS Website.

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• In the first row (Order Type), change the Right
  Operand to the Order Type(s) for which to run the
  report
• In the third row (Address Number), change the
  Right Operand to the Supplier for which to run
  the report.

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• Run the Open Requisitions report to find all
  Requisitions open for a specific Buyer.
• A Procurement Manager can use this report as a
  tool to determine the workload of the buyers at
  any given time.
• For complete instructions, navigate the
  Procurement Training Manual on the NIS Website.

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• In the first row (Order Type), change the Right
  Operand to the Order Type(s) for which to run the
  report, or leave as is to run on all types.
• In the third row (Buyer), change the Right
  Operand to the Buyer for which to run the report.
• If desired, report can be narrowed by
• Supplier Address Book number
• Date

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Two-Way Match Policy

• Please refer to the DAS Service Purchases
  Two-Way Match Policy found on the DAS Materiel
  website.

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Two-way Match Reminders

• Can only be used with Service Procurements under
  50,000, with the exception of IT Service
  Contract Purchases
• Do not receive against the Purchase Order
• Purchase Order must be approved
• Purchase Order must be a Z8 order type

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How to use Two-way Match

• Create a Direct Entry Purchase Order (Z8) or
  Generate a Purchase Order (Z8) from a Service
  Contract
• View the Work Instructions for Entering a
  Purchase Order Direct
• View the Work Instructions for Generating a
  Purchase Order from a Service Contract
• Voucher a (Z8) document via Two-way Match
• View the Work Instructions for Entering Vouchers
  using 2-way Match

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• Click Add.

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• Populate the required fields.
• Click Form, Order To Match.

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• Choose the Purchase Order for which to create a
  voucher.
• Click OK.

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• Document the Voucher Number and the Batch Number.
• Changes may be made to the following fields, if
  necessary
• Quantity to Voucher
• Amount to Voucher
• Payment Terms
• Warrant Remark
• Freight and Delivery charges may be added here,
  if necessary.
• Click OK.

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Break out Session
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Breakout Session Instructions 20 minutes

• Task 1 Ask questions and work as a group to
  answer them. Use the paper as a
  worksheet.
• Task 2 Write one question and its answer on the
  slip of paper
  to be picked up by the facilitators and presented
  to the large group.
• Task 3 Discuss possible improvements to the
  system. Write the improvement with a possible
  resolution on the paper.

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QA Session
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Thank you for coming!Please remember to fill
out an evaluation!