9/20/2013
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
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ARIBA PROCURE-TO-PAY (P2P)
MODULE 1 CREATING REQUISITIONS
MODULE OBJECTIVES At the end of this module you should be able to:
Describe the Components of a Requisition
Create a Catalog Item Requisition
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REQUISITION TO PURCHASE ORDER
Create Requisition
Approve Request
Issue Purchase Order
Supplier Receives P.O.
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RECEIVING TO PAYMENT
Create Receipt
Reconcile Invoice Exceptions
Approve Invoice
Supplier Receives Payment
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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
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Raise your hand if …
you have ever shopped using the internet. 8
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VENDORS/SUPPLIERS All 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.
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CREATE CATALOG REQUISITION 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
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CREATE CATALOG REQUISITION Search all of the catalogs by entering a part number, supplier name, or keyword
Or use the carousels to shop by Recently Viewed, Favorites, or Popular Categories
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SEARCH THE CATALOG 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
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CREATE CATALOG REQUISITION Shop by Supplier will yield a listing of all catalogs
TIP Suppliers with a Punch Out Catalog are indicated by the icon.
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CREATE CATALOG REQUISITION To shop at a punch out supplier’s site, click on the supplier name
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CREATE CATALOG REQUISITION – PUNCH OUT CATALOG
TIP Since Punch Out catalogs are maintained by the Supplier, each site will have a different look & feel.
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CREATE CATALOG REQUISITION – PUNCH OUT CATALOG 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.
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ADD LINE ITEMS TO SHOPPING CART Add all of the required line items to your shopping cart
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CHECK OUT
Click on “Submit Requisition” to transfer the line item and supplier information back to the Purdue Ariba application 18
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CHECK OUT
The line items automatically populate the Ariba requisition
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Catalogs in Ariba can be CIF or Punchout
True or False 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.
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INSTRUCTOR DEMONSTRATION
CATALOG NAVIGATION SEARCHING
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ARIBA TRAINING ENVIRONMENT Open Internet Explorer Go to: http://purdue-t.procurement.ariba.com/ Using ID and Password given to you by the Instructor, log in to the Ariba Training Environment. IDs are in all CAPS. Password is: ariba (all lowercase)
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PARTICIPANT EXERCISE – 1A SEARCHING IN ARIBA 5 Minutes
Objectives: o Search by Vendor o Search by Item o Search by Category
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ARIBA SHOPPING CART
The Requisition number is shown and the cart contents are displayed
Click Proceed to Checkout
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CHECKOUT Populate the fields on the Summary tab.
TIPS 1) Required fields are noted with a green asterisk * need‐by date also required. 2) The information Icon indicate when a field explanation is available
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LINE ITEMS
Review the Line Items and use Action Buttons as needed.
o Edit – Edit line item details o Copy – Copy the selected item o Delete – Delete the selected item(s) oUpdate Total – Update the total cost
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EDIT LINE ITEMS
To view the line item details, select the line item and click Edit.
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ACCOUNTING BY LINE ITEM Review the Accounting – By Line Item section.
Enter appropriate funding information (e.g. IO,RIO, Cost Center WBSE and fund).
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SPLIT ACCOUNTING
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
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SPLIT ACCOUNTING NOTE: Add Splits prior to entering the account assignment details.
Allocate the split by Percentage or Quantity is recommended. Enter the corresponding values and click OK.
Add additional splits as needed.
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COMMENTS/ATTACHMENTS To add comments specific to a line item, click Add Comment.
To add an attachment specifically to a line item, click Add Attachment.
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APPROVAL FLOW The Approval Flow section will show any errors or missing required fields
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APPROVAL FLOW
Review the Approval Flow
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APPROVAL FLOW SERIAL VS. PARALLEL Example of Approval Flow added in Serial
Example of Approval Flow added in Parallel
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APPROVAL FLOW ADDITIONAL Example of an Order less than $500 for Office Supplies Level 1 Fiscal Approver needed for Cost Center xxxxxxx
Example of a Catalog Order greater than $5,000
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 35
APPROVAL FLOW ADDITIONAL 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
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MODIFY APPROVAL FLOW Optionally, you may add additional approvers or watchers to the flow as needed before clicking Submit.
• 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.
Reference the Adding or Deleting an Approver or Watcher to Approval Flow in Ariba QRC
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SUBMIT THE REQUISITION
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.
o Continue Shopping – Add additional items to cart o Delete – Delete the PR from the system o Save – Save the PR to your ‘My Documents’ Portal o Submit – Trigger the Approval Flow 38
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REQUISITION SUBMITTED
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Split Accounting allows you to split the cost of the goods or services to two different cost centers True or False True. Split accounting can split to 2 different cost centers, or as many different cost centers as needed.
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INSTRUCTOR DEMONSTRATION
PREPARE AND SUBMIT CATALOG BASED REQUISITION
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PARTICIPANT EXERCISE – 1B CREATE AND SUBMIT A CATALOG REQUISITION 10 Minutes
Objectives: o Navigate Catalog Tab o Explore Local and Punch Out Catalogs o Create Requisition o Modify Workflow
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PARTICIPANT EXERCISE – 1C CREATE AND SUBMIT A UNIVERSITY STORES REQUISITION 5 Minutes
Objectives: o Create a Requisition with a University Stores Item o Submit for Approval
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ARIBA PROCURE-TO-PAY (P2P)
MODULE 2 NON-CATALOG REQUISITIONS
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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
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CREATE NON-CATALOG REQUISITION
Two icons are available to initiate a Non‐Catalog Item PR.
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CREATE NON-CATALOG REQUISITION
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.
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CREATE NON-CATALOG REQUISITION
The requisition number is shown and the cart contents are displayed
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CREATE NON-CATALOG REQUISITION Populate the title, Deliver To, and need‐by Date and enter comments or add attachments, if needed, on the Summary tab.
TIPS 1) Required fields are noted with a green asterisk * 2) The Information Icon indicate when a field explanation is available
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CREATE NON-CATALOG REQUISITION
The Approval Flow section will show any errors or missing required fields
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EDIT LINE ITEMS
To view the line item details, select the line item and click Edit.
When complete click OK.
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CREATE NON-CATALOG REQUISITION
Click Submit
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REVIEW MY DOCUMENTS
From the Home tab, reference My Documents to see the status of all requisitions.
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Non-Catalog requisitions require less work than Catalog requisitions
True or False 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.
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INSTRUCTOR DEMONSTRATION
CREATE AND SUBMIT NON‐ CATALOG REQUISITION
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PARTICIPANT EXERCISE – 2A CREATE NON‐CATALOG REQUISITION 10 Minutes
Objectives: o Create a non‐catalog Requisition o Submit Requisition for Approval
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ARIBA PROCURE-TO-PAY (P2P)
MODULE 3 MONITOR A REQUISITION EDIT OR WITHDRAWAL
MODULE OBJECTIVES At the end of this module you should be able to:
Edit a Requisition
Withdraw a Requisition
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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
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LOCATE SUBMITTED REQUISITION Submitted requisitions can be found in the My Documents content pane on the Dashboard The status of each document is visible
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MODIFY REQUISITION Edit
PR must be in a ‘Submitted’ status.
• 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.
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MODIFY REQUISITION Withdraw • Removes requisition from Approval process • Puts requisition in ‘Composing’ status • Additional step to edit request
PR must be in a ‘Submitted’ status.
PR must be in a ‘Submitted’ status.
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PARTICIPANT EXERCISE – 3A EDIT AND WITHDRAW REQUISITION 5 Minutes
Objectives: o Edit Requisition o Withdraw Requisition
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RESOURCES Quick Reference Cards, Business Processes and Simulations •
https://spa.itap.purdue.edu/Business/businessatpurd ue/Pages/ariba.aspx
Procurement Services Helpdesk •
[email protected]
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ACCESSING ARIBA Access Employee Portal: http://www.purdue.edu/employeeportal/ Select Ariba:
Enter Career Account ID and Password:
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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. 66
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QUESTIONS?
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