V2 E1 – Indirect Purchases Training Course (V4) PURINDPUR Steve Churchill BSA Purchasing.

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E1 – Indirect PurchasesTraining Course (V4)

PURINDPUR

Steve Churchill BSA Purchasing

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Agenda Day 1

• Why are you here ? …Role of Delegated Purchaser • Questions on role of Delegated Purchaser • What’s in a name ?

– Fusion, ERP, JDE, E1 ….– Cost centres.

• Administration – User names etc

• Basics – Log on/off – Passwords– Task Properties

• Coffee Break• Create Non Stock PO.

Session 1Day 1 13:00 – 16:30

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Agenda Day 2

• Purchasing Transactions– Create Non Stock & CapEx POs

• Walkthrough Exercise WT1• Walkthrough Exercise WT 2 (Create OF)

– Coffee Break (10:30)– Updating Non Stock PO – WT3

• Walkthrough Exercise WT 3– PO Inquiry & PO Exit Toolbars– Approval Process Overview– Lunch Break (12:30)

• Refresher Exercise – Create ON/OF– Printing Non Stock Pos

• Walkthrough Exercise WT 4– Non Stock PO Receipt & Reversal

• Walkthrough Exercise WT 5 End approx 3pm

Session 2Day 2 9:00 – 16:30

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E1 – Indirect PurchasesSession 1

HAREFIELD

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Introduction to the role ofDelegated Purchaser

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Why are you here ?

• Currently Client Company spends about £20 million on Direct Purchases (Stock)- Materials used in Production - Raw materials & Packaging

• But we spend in excess of £40 Million on Indirect Purchases - Non Stock and Fixed Assets.

• Historically we have focused more on the Direct spends.

• Many Non Stock purchases have been made without the use of a Purchase Order. This has meant Finance have been unable to budget for this expenditure properly.

• So it is clear that moving forward the business needs to be more in control of our Indirect spend.

• To achieve this, the business will be implementing a simple policy where Non Stock purchases can only be made using either an authorised PO or using a Procurement card

• So we have to expand the number of people allowed to create POs for their cost centres.

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Delegated Purchaser - summary

• Requests from your department / cost centres will come to you (email or paper requisitions).

• If it less than £300 and you have a Procurement Card, you should use this to make the purchase. (Pilot in Harefield)

• If it is between £300 and £2000, you can raise the PO in E1 Or if it less than £2000 and you don’t have a Procurement Card

• If it is more than £2000, you pass the request to the Purchasing Manger in Harefield

• If you place the PO, when it has been approved you will get an email telling you this. You must then send the PO to the supplier. (we will talk later how this can be sent automatically)

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Non Stock Purchasing Cycle

Delegated Purchaser or the Purchasing Manager Raises PO

PO is routed to the BudgetHolder or their Delegated ApproverFor review and approval

Rejected POs are closed and the PO creator Is notified by eMail

PO is routed to Next levelof approval If required

Once fully approved, a Notification of Approval email is sent to the PO creator.

Delegated Purchaser / Purchasing Manager prints the PO and sends it to supplier and notifies the originator that the order has been placed

Originator Sends EmailOf their requirement to their Delegated Purchaser

Where Value is greater than £2000 / €3000 the request is Forwarded to a Purchasing Manager

START

Delegated Purchaser /Purchasing Manager posts a receipt when the goods arrive

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Client Company Purchasing web page

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Purchasing Principles

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Delegated Purchasing

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Delegated Purchasing

• Questions on the Delegated Purchaser Role ?

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Enterprise 1 (E1)

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What’s in a Name

• FUSION – Project Name• ERP – Type of system (Enterprise Resource Planning)• JDE – Original Developers

» Peoplesoft, Oracle.• E1 – New name for JDE world / One World

• Cost Centres – In the Purchasing Screens, Cost Centres are also called Branch Plants.

Cost Centre numbers will change from those we have today :

eg UK01HR01, UK02MED02, UK02REG01, UK01GIT02

UK01 – Client Company Ltd

UK02 – Client Company Pharmaceuticals

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User Accounts

User User ID Initial Password

Fred Bloggs FBLOGGS FBLOGGS

Steve Churchill SCHURCHILL SCHURCHILL

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E1 Log on

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Time for a break ? (14:30)

• Questions ?

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Delegated Purchaser - Refresher

• Requests from your department / cost centres will come to you.

• If it less than £300 and you have a Procurement Card, you should use this to make the purchase. (Pilot)

• If it is between £300 and £2000, you can raise the PO in E1 (Or if it less than £2000 and you don’t have a Procurement Card)

• If it is more than £2000, you pass the request to the Purchasing Manger in Harefield.

• If you place the PO, when it has been approved you will get an email telling you this. You must then send the PO to the supplier. (we will talk later how this can be sent automatically)

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Approval Overview (FYI)

• As Delegated Purchasers, you can not approve Purchase Orders. Access to the approval screens will only be given to authorised approvers.

• The role of the PO approver (usually budget owner) is to ensure purchases requests do not exceed budget and are appropriate for the business.

• An Approver can delegate their approval authority (when they are out of the office or on a more permanent basis)

• The person who can approve a PO is defined in the cost centres approval route – a file help in the new system

• eMail (Outlook) is used to notify each approver when approval is required, and to notify each Delegated Purchaser when a PO has been approved or rejected

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Delegated Purchaser Task View

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Create Non Stock PO (ON)

Exit Bar

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Create Non Stock PO Header

Send Method(Print, Fax, Email)

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Create Non Stock PO Header

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PO Send Method

Blank = Print 1 = Fax 3 = Email (limited use)You can change 1 to BlankDo NOT change Blank to 1

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Create Non Stock PO - Details

If warnings are given, click OK to clear the warning and proceed

Status will update automatically

X

Order Status

Last / Next220 / 230 – Order Created230 / 230 – Order waiting for approval230 / 225 – Order has been rejected230 / 280 – Order has been approved & is ready to print.280 / 400 – Order has been printed and waiting receipt400 / 400 – Order has been partially received400 / 999 – Order has been received & is closed

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Create Non Stock PO

• When details have been added and you click OK, you are taken back to the PO Header Revision screen

Click Cancel at the PO header unless you wish to create another PO.

• Then click close at the work with order details screen

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Create Fixed Asset PO

• Creating a Fixed Asset PO is the same as a Non Stock PO except :

• Use the OF order Type• Obtain the Asset Number from Finance and enter it into the field

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End Day 1

• Questions ?

Recap Day 1• Introduction to the Role of Delegated Purchaser.

• Client Company Purchasing Web Site• Segregation of duties• Overview of Purchasing Cycle

• E1 Common Foundation Basics

• Create Non Stock PO in E1

• Tomorrow – Hands on – User practice creation of Pos PO Inquiry & PO Exits

Review of Approvals Printing / Faxing POs

Receiving POs Start at 9:00