Purchasing Checklist & Process Steps Guide
Purpose: Use this document as a reference to assist in the standard or end-to-end processes in chronological order for a specific Finance Module.
Audience: Finance Staff
The following spreadsheet below provides the standard key processes to Purchasing, such as: Purchasing initial setup and security roles. Requisitions, Purchase Orders and Receipts entry and processing, P-Card upload and reconciliation.
Or for better accessibility, use the following drop-down checklist style for the Purchasing Checklist & Process Steps Guide:
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As needed, confirm for staff that security role access to process requisitions, purchase orders, procurement contracts, and procurement cards are assigned based on the college's Security Workbook.
Related QRG(s)
As needed, confirm for staff that User Preferences> Procurement>Requisition authorizations/Purchase Order Authorizations/Receiver/RTV setup, includes allowed actions (approval, cancel, delete, close, re-open, authority to enter on behalf of other users, close override, etc). Set up is based on the college's Security Workbook.
Related QRG(s)
Requester and Buyer profiles allow staff to input Reqs and/or PO's and are set up with default information, including Ship To, Location, Origin, Status and Chartfields based on the college's Security Workbook.
Related QRG(s)
Pcard Administrator(s): Create a new Run Control ID to upload daily pcard files. File Path: /FSIN/I-204_PCard/WAXXX/Visa/Data/
Related QRG(s)
Cardholder Profile setup (card information, proxies, and default distribution) completed prior to Go Live. Query to view card assignments/proxies: QFS_EX_PCARD_USERS
Related QRG(s)
Supplier review prior to Go Live and as needed: College adds Location code to existing Supplier or adds a new Supplier as needed, then submits for approval.
Related QRG(s)
Optional set up of the Requester's Workbench. The Requester’s Workbench provides a central workspace for users with the ability to approve, dispatch, cancel, close, review, and update requisitions.
Related QRG(s)
Optional set up of the Requester's Workbench. The Requester’s Workbench provides a central workspace for users with the ability to approve, dispatch, cancel, close, review, and update requisitions.
Related QRG(s)
Optional set up of the Buyer's Workbench. The Buyer’s Workbench provides a central workspace for users with the ability to approve, dispatch, cancel, close, review, and update purchase orders.
Related QRG(s)
Optional set up of the Buyer's WorkCenter. The Buyer WorkCenter provides users with the ability to analyze, review, and manage requisitions, purchase orders, receipts, contracts, and related data. It offers access to a variety of pages and information to perform daily tasks without navigating between different menus.
Related QRG(s)
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Requisition budget pre-check, then submit for approval (green checkmark in header).
Related QRG(s)
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Budget check of approved requisition
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Purchase Order Entry by sourcing (copying) from a Requisition
Related QRG(s)
PO budget pre-check, then submit for approval (green check mark in header)
Related QRG(s)
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Run the Load ProCard Stage Process, then the Load Statement process to upload daily pcard file transactions and make them available for reconciling by cardholders.
Related QRG(s)
Card holder's reconciliation and verification of PCard transactions.
Related QRG(s)
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Stage pcard transactions for the AP voucher build process. Pcard transactions must be approved, with valid budget check, and valid chartfield string status to be included in the staging process.
Related QRG(s)
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Role: ZZ Supplier Entry - Access to add/update and review Suppliers.
Role: ZZ Requisition Entry - Access to add/update requisitions, budget checking and reviewing budget check exceptions.
Role: ZZ Requisition Processing - Access to closing and re-opening requisitions, as well as to the Requester's Workbench which provides a one-stop page to process multiple requisitions at once, geared towards a power user handling a large volume of requisitions. Allows the user to budget check, approve, close and re-open groups of requisitions.
Role: ZZ Requisition Approval - Access to approve requisitions.
Role: ZZ Purchase Order Entry - Access to add/update purchase orders and express purchase orders, budget checking, reviewing budget check exceptions, viewing the document status (related reqs/vchrs/pymnts), staging/sourcing requests (batch sourcing of reqs to po's), and the Sourcing Workbench.
Role: ZZ Purchase Order Processing - Access to dispatching, printing, closing and re-opening purchase orders, as well as to the Buyer's Workbench which provides a one-stop page to process multiple PO's at once. Allows the user to view the PO activity summary, PO accounting entries, and receipts. Provides access to the PO auto-sourcing feature.
Role: ZZ Purchasing Approval - Access to approve and edit purchase orders.
Role: ZZ Receipt Entry - Access to select a PO and create a Receipt to show that ordered goods and/or services were delivered.
Role: ZZ Receipt Processing - Access to process, review, close, inspect and accrue receipts, as well as access the Receiver Workbench to cancel and close multiple receipts.
Role: ZZ RTV Entry - Access to dispatch, print and reconcile return to vendor transactions.
Role: ZZ Purchasing Local Config - Access to pcard configuration and access rights, common definitions and product related procurement options.
Role: ZZ Purchasing Period End - Access to purchasing budget year end PO Rollover process and reports.
Role: ZZ Purchasing Reporting - Allows staff to generate system reports to view account payable, procurement contract, procurement card, purchase order, receipt, requisition, and supplier data.
Role: ZD Purchasing WorkCenter - Allows access to the Buyer WorkCenter to analyze, review, and manage requisitions, purchase orders, receipts, contracts, and related data.
Role: ZD Purchasing Inquiry - Allows inquiry access to accounts payable info, procurement contracts, purchase orders, receipts, requisitions, and suppliers.
Role: ZZ Procurement Card Processing - Allows access to procurement card processing, including loading pcard files and staging pcard transactions for the AP voucher build process.
Role: ZZ Procurement Card Recon - Access to reconcile, review disputes, and review transactions of procurement cards that are assigned to the cardholder.
Role: CC Administrator - Procurement card access rights: Review statement, access reports, reconcile transactions (set status to staged, verified, or approved and update distribution), modify transactions (in staged, verified or approved status), modify error transactions, unmask card numbers, maintain cardholder profiles (add card information, proxies and distribution), and use pcards on purchasing transactions.
Role: CC Approver - Procurement card access rights: Review statement, access reports, reconcile transactions (set status to staged, verified, or approved and update distribution), and modify transactions (in staged or verified status).
Role: CC Reconciler - Procurement card access rights: Review statement, access reports, reconcile transactions (set status to staged or verified and update distribution), modify transactions (in staged or verified status) and use pcards on purchasing transactions.
Role: CC Reviewer - Procurement card access rights: Review statement and access reports.
Role: ZZ Procurement Contract Entry - Access to enter, edit, dispatch, create releases, and stage PO's of procurement contracts.
Role: ZZ_AWE_ADMIN_xxx (xxx=location code) - Access to Approval Workflow Engine (AWE) settings, including monitoring and managing approval routing.
Role: ZD_TRY_PURCHASING - Query security to access purchasing data.
Role: ZD_QRY_PURCHASING_HIGHSENS - Query security to access purchasing data that is highly sensitive (banking).
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You are done. Great job!
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