Financial Supply Chain Management Requestor: …mdconnectinfo.mdc.edu/wp-content/uploads/2016/03/FSCM-Purchasing...Financial Supply Chain Management Requestor: eProcurement Requisitions

Financial Supply Chain Management

Requestor: eProcurement Requisitions

This presentation contains confidential information intended for specific individuals and purpose, and is protected by law. If you are not the intended recipient, you should delete this information and any disclosure, copying, or distribution of this message, or the taking of any action based on it, by you is strictly prohibited.

Course Summary This course will provide an overview of eProcurement requisitions for a requestor.

Audience: Requestors for Purchasing through eProcurement

Training Material PowerPoint and Job Aids

Trainer/Contact: [email protected]

Version Date: March 31, 2016

2

Classroom Guidelines

Complete training sign-in

Silence cell phones

Complete post-training evaluation

3

Upon completion of this Learning Module, you should be able to:

• Create and Submit a Requisition in eProcurement

• Manage Requisitions

Requestor: eProcurement Requisitions Agenda

4

• Requisition Types – Multiple BO, SC, PO

• Difficulty finding the correct GL code associated with the item that you are purchasing

• Print all documents

• Call Purchasing for assistance on entering a requisition or with help on requisitions

• Requisitions will only have 2 types

1. Standard

2. Amount Only (BO & SC)

• Account (GL Code) is tied to an item category

• Ability to attach documents to requisition to upload receipts

• Scans, pics, docs, quotes

• Purchasing staff will not have access to the Requester pages. You will have to call the Trainer listed for your campus for any support needed

Current Process in Odyssey New Process in PeopleSoft MDConnect

Key Process Changes and Impacts

5

Workflow

Requisition Approver 3

($15,000.00 and above)

6

MDC Policy

All purchases will become a requisition.

Includes, but is not limited to any purchase of equipment regardless of cost.

Any purchase from a supplier regardless of cost

Any computer-related equipment, software, or any audiovisual equipment requiring approval of CCIO (Campus Chief Information Officer

Any Agreement for Services

Any annual service contracts for equipment; or software maintenance contracts

Requisitions need to be processed prior to making a purchase

Note: Unauthorized purchases will be directed to your Campus President / Director for Administration / Business Affairs.

7

Logging Into MDConnect

Log into the training environment: http://mdconnecttrain.mdc.edu

1. User ID: Your current User ID

2. Password: Your current 15 digits Password

You have successfully logged in if you see this header:

8

Create a Requisition in eProcurement

To create a Requisition select Express Item Entry.

9

Enter the required information requisition for processing.

Create a Requisition in eProcurement continued

In the Details tab, enter the

items highlighted in yellow.

10

Enter the required information requisition for processing.

Create a Requisition in eProcurement continued

In the Suppliers Information tab,

enter the items highlighted in yellow.

When all information has been entered, click on

the Add to Cart button.

When your cart is complete,

click Checkout.

11

Enter the required information requisition for processing.

Create a Requisition in eProcurement continued

12

Enter the required information requisition for processing.

Create a Requisition in eProcurement continued

13

Click the Check Budget button and then Save & Submit button for approval. If you don’t want to submit at this time, you may Save for Later. You may view the approvals by clicking on Preview Approvals.

Create a Requisition in eProcurement continued

14

The Confirmation screen will populate after submitting. Here you will see your Requisition ID and the Status of your requisition. Also, all Approvers who are in queue.

Create a Requisition in eProcurement continued

15

Key Terms

Key Term Description

AccountChartfield for nature of financial transactions as defined by Accounting Manual, such as revenue, expense, asset or liability (Odyssey GL code 65501)

Business Unit Legal entity, always MDC01

Campus/Center Physical location of activity/expense (Kendall 2000)

Chartfield A data element that is part of a Chartstring

ChartstringCombination of Chartfields that identifies financial transactions; includes Fund, Operating Unit, Department, ICS Code, Course, Account

Combo edit Valid combination of Chartfields

Commitment Control Ledger(KK)

Accounting ledger used to manage all budget activities in real time

DepartmentIdentifies the organizational breakdown as defined by a manager, (a department may consist of consolidated Odyssey Quals)

Fund Identifies type of funding

ICS Identifies function across funds; Information Classification Structure (ICS)

Operating Unit Identifies area managed by/responsible for (Campus/District)Pre-Encumbrance Requisition commitmentProject ID A chartfield that identifies a project (grants and capital projects)Reconciler Purchasing Card holderRequestor Prepares and modifies requisitions

Supplier VendorVoucher Transaction that is created when an invoice is ready to be paid (payable)

16

All requisitions need to be processed prior to any purchase?

Knowledge Check – True/False?

True

False

17

Knowledge Check – True/False?

A GL (General Ledger) Code is now known as an “Account” in MDConnect.

True

False

18

Consider this scenario: A requestor has been asked to prepare a requisition in ePro with a 1-line item, amount only.

Reference Job Aid: Creating a New Requisition.

Practice Exercise

19

MDConnect Website is the central location where you can find training material and other resources.

Navigate to: MDConnectinfo.mdc.edu > Training

ONLINE TRAINING - USER PRODUCTIVITY KIT (UPK)• UPK is a tool provided by PeopleSoft which provides step-by-step instructions

on creating and entering transactions in MDConnect• You may access the UPK library here:

– https://mymdupk.oracleoutsourcing.com/UPK/data/toc.htmlNOTE: Processes will be listed, please click the plus sign to expand the topic.There are several different ways to see a process:

MDConnect Help

20

On your campus, contact your supervisor or Change Ambassador.

Additional Help

For additional technical support

contact the District IT Help Desk at 305-237-9999

Campus HCM & FSCM CS Academic CS Student

Hialeah Andrea Forero Victor McGlone Nelson Magana

Homestead Tania Acosta John Barimo Anaeli Ramos

InterAmerican Janelle Fernandez Michelle Thomas Julio Fernandez de Cueto

Kendall Brian Stokes John Adkins Jennifer Bravo

MDC-West Ana DeMahy Chantelle MacPhee Yadira Codina

Medical Ramona Edwards Dario Mercado Marie Bernardin

North Fermin Vazquez Efrain Venezuela Andrew Carbon

Wolfson Yaremis Ponce Fullana Djuradj Babic Marc Webb

21

For more information about MDConnect

visit our website:

MDConnectinfo.mdc.edu

or email us at:

[email protected]

MDConnect OCM Team

Ivette Ricelli, Eddy Martinez, Cindy Lau Evans, Jaime Landauer, Mayra Morales