P2P 200 - Creating Requisitions in Ariba (Student)

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

2

1

9/20/2013

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

4

2

9/20/2013

REQUISITION TO PURCHASE ORDER

Create  Requisition

Approve  Request

Issue  Purchase  Order

Supplier Receives  P.O.

5

RECEIVING TO PAYMENT

Create  Receipt

Reconcile  Invoice  Exceptions

Approve  Invoice

Supplier Receives  Payment

6

3

9/20/2013

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

Raise your hand if …

you have ever shopped using the  internet. 8

4

9/20/2013

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.

9

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

10

5

9/20/2013

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

11

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

12

6

9/20/2013

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. 

13

CREATE CATALOG REQUISITION To shop at a punch out supplier’s  site, click on the supplier name

14

7

9/20/2013

CREATE CATALOG REQUISITION – PUNCH OUT CATALOG

TIP Since Punch Out  catalogs are maintained  by the Supplier, each  site will have a different  look & feel.

15

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.

16

8

9/20/2013

ADD LINE ITEMS TO SHOPPING CART Add 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

9/20/2013

CHECK OUT

The line items automatically  populate the Ariba requisition

19

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.

20

10

9/20/2013

INSTRUCTOR DEMONSTRATION

CATALOG NAVIGATION SEARCHING

21

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)

22

11

9/20/2013

PARTICIPANT EXERCISE – 1A SEARCHING IN ARIBA 5 Minutes

Objectives:  o Search by Vendor o Search by Item o Search by Category

23

ARIBA SHOPPING CART

The Requisition  number is shown and  the cart contents are  displayed

Click Proceed to  Checkout

24

12

9/20/2013

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

25

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

26

13

9/20/2013

EDIT LINE ITEMS

To view the line item details,  select the line item and click Edit. 

27

ACCOUNTING BY LINE ITEM Review the Accounting – By Line  Item section.

Enter appropriate  funding information  (e.g. IO,RIO, Cost Center  WBSE and fund).

28

14

9/20/2013

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

29

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.

30

15

9/20/2013

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. 

31

APPROVAL FLOW The Approval Flow  section will show any  errors or missing  required fields

16

9/20/2013

APPROVAL FLOW

Review the Approval  Flow

33

APPROVAL FLOW SERIAL VS. PARALLEL Example of Approval Flow added in Serial

Example of Approval Flow added in Parallel

34

17

9/20/2013

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

36

18

9/20/2013

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

37

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

19

9/20/2013

REQUISITION SUBMITTED

39

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.

40

20

9/20/2013

INSTRUCTOR DEMONSTRATION

PREPARE AND SUBMIT  CATALOG BASED REQUISITION

41

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

42

21

9/20/2013

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

43

ARIBA PROCURE-TO-PAY (P2P)

MODULE 2 NON-CATALOG REQUISITIONS

22

9/20/2013

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

Two icons are available to initiate  a Non‐Catalog Item PR.

46

23

9/20/2013

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.

47

CREATE NON-CATALOG REQUISITION

The requisition number is shown  and the cart contents are  displayed

48

24

9/20/2013

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

49

CREATE NON-CATALOG REQUISITION

The Approval Flow  section will show any  errors or missing  required fields

50

25

9/20/2013

EDIT LINE ITEMS

To view the line item details,  select the line item and click Edit. 

When complete  click OK. 

51

CREATE NON-CATALOG REQUISITION

Click Submit

52

26

9/20/2013

REVIEW MY DOCUMENTS

From the Home tab, reference  My Documents to see the  status of all requisitions.

53

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.

54

27

9/20/2013

INSTRUCTOR DEMONSTRATION

CREATE AND SUBMIT NON‐ CATALOG REQUISITION

55

PARTICIPANT EXERCISE – 2A CREATE NON‐CATALOG REQUISITION 10 Minutes

Objectives:  o Create a non‐catalog Requisition o Submit Requisition for Approval

56

28

9/20/2013

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

29

9/20/2013

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

59

LOCATE SUBMITTED REQUISITION Submitted requisitions can be found in the My Documents content pane on the Dashboard The status of each document is visible

60

30

9/20/2013

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.

61

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.

62

31

9/20/2013

PARTICIPANT EXERCISE – 3A EDIT AND WITHDRAW REQUISITION 5 Minutes

Objectives:  o Edit Requisition o Withdraw Requisition 

63

RESOURCES Quick Reference Cards, Business Processes and Simulations •

https://spa.itap.purdue.edu/Business/businessatpurd ue/Pages/ariba.aspx

Procurement Services Helpdesk •

[email protected]

64

32

9/20/2013

ACCESSING ARIBA Access Employee Portal: http://www.purdue.edu/employeeportal/ Select Ariba:

Enter Career Account ID and Password:

65

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

33

9/20/2013

QUESTIONS?

34