ProcuretoPay P2P Special Request

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Procure-to-Pay (P2P)Special Request

• Specialized Requesting

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Special Request Overview

• Special Requests are orders for non catalog goods
  and services which can be combined with catalog
  orders allowing for a more comprehensive shopping
  experience in P2P
• Types of Special Requests
• Good/Material Non P2P Catalog goods or where
  pricing from catalog is discounted
• Service by Amount Service or related expense
  that will be invoiced by dollars
• Service by Time Service or related expense
  invoiced by a specific unit of measure such as
  time worked (hours)

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I. Requesting Good/Material
Navigate to eProcurementgtCreate RequisitiongtAdd
Items and ServicesgtSpecial Request Tab Click
Good/Material to begin Requisition
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I. Requesting Good/Material
Type in Item Description, Type in Price,
Type in Quantity, Type in Unit of Measure
-80 Upright Freezer
14477.00
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EA
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I. Requesting Good/Material
Click to lookup and select a Category
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I. Requesting Good/Material
Type scientific in Description to search
category of Scientific Equipment gt5000 Click
Find,
scientific
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I. Requesting Good/Material
Click SCIENTIFIC_EQgt5k to select the Category
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I. Requesting Good/Material
Category selected populates Category Field
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I. Requesting Good/Material
Click to lookup and select a Vendor
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I. Requesting Good/Material
Type fishescien in Short Vendor Name Click
Look Up,
fishescien
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I. Requesting Good/Material
Verify vendor name Click FISHER_SCIENTIFIC to
select the Vendor
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I. Requesting Good/Material
Vendor selected populates vendor fields
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I. Requesting Good/Material
Additional information to be added based on
business needs Type the vendor Item number in
Vendor Item ID if applicable Type pertinent
comments in Additional Information Check Send
to Vendor to include the comment on the Purchase
Order to the Vendor
These comments appear at the line level e.g.
for a specific item you are buying. Comments for
the overall req/PO should be completed on the
Review and Submit page
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I. Requesting Good/Material
Click Add item if shopping is complete or if
more goods are needed Click Add Start New
Type if you want to add a Service or P2P Catalog
Goods
To finalize the Requisition, Select Review
Submit link on header bar and see finalize
requisition slides
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II. Requesting Service by Amount
Navigate to eProcurementgtCreate RequisitiongtAdd
Items and ServicesgtSpecial Request Tab Click
Service by Amount
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II. Requesting Service by Amount
Type in Service Description the description
of work to be performed Type in Value of
Service the dollar amount associated with service
Installation of -80 Freezer
1500.00
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II. Requesting Service by Amount
Click to lookup and select a Category
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II. Requesting Service by Amount
Type in Description the service that best
describes the work Click Find
install
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II. Requesting Service by Amount
Click INSTALL_EQUIPMENT to select the Category
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II. Requesting Service by Amount
Category selected populates Category Field
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II. Requesting Service by Amount
Click to lookup and select a Vendor
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II. Requesting Service by Amount
Type fishescien in Short Vendor Name Click
Look Up
fishescien
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II. Requesting Service by Amount
Verify vendor name Click FISHER_SCIENTIFIC to
select the Vendor
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II. Requesting Service by Amount
Vendor selected populates vendor fields
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II. Requesting Service by Amount
Additional information to be added based on
business needs Type pertinent comments in
Additional Information Check Send to Vendor
to include the comment on the Purchase Order to
the Vendor
These comments appear at the line level e.g.
for a specific item you are buying. Comments for
the overall req/PO should be completed on the
Review and Submit page
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II. Requesting Service by Amount
Click Add Service if shopping is complete or if
more service needed Click Add Start New Type
if you want to add a Good, Service by Time, or
P2P Catalog Goods
To finalize the Requisition, Select Review
Submit link on header bar and see finalize
requisition slides
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III. Requesting Service by Time
Navigate to eProcurementgtCreate RequisitiongtAdd
Items and ServicesgtSpecial Request Tab Click
Service by Time
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III. Requesting Service by Time
Type in Service Description the description
of work to be performed Type in of Units of
Work the units needed to complete the work Type
in Unit of Work or Select to lookup Unit of
Work (UOW) Type in Rate the dollar amount
associated with UOW
Temporary Reception Service for Clinic
200
HR
30.00
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III. Requesting Service by Time
Click to lookup and select a Category
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III. Requesting Service by Time
Type in Description the service that best
describes the work to be performed Click Find,
labor
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III. Requesting Service by Time
Click ADMINISTRATIVE LBR to select the Category
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III. Requesting Service by Time
Category selected populates category field
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III. Requesting Service by Time
Click to lookup and select a Vendor
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III. Requesting Service by Time
Type nelsostaff in Short Vendor Name Click
Look Up
nelsostaff
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III. Requesting Service by Time
Verify vendor name Click NELSON STAFFING
SOLUTIONS, INC. to select Vendor
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III. Requesting Service by Time
Vendor selected populates vendor fields
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III. Requesting Service by Time
Additional information to be added based on
business needs Type pertinent comments in
Additional Information Check Show at Receipt
and Show at Voucher to send comment to receiver
and AP
These comments appear at the line level e.g.
for a specific item you are buying. Comments for
the overall req/PO should be completed on the
Review and Submit page
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III. Requesting Service by Time
Click Add Service if shopping is complete or if
more service is needed Click Add Start New
Type if you want to add a Good, Service by
Amount, or P2P Catalog Goods
To finalize the Requisition, Select Review
Submit link on header bar and see finalize
requisition slides
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Finalize Requisition

• Complete Header details on the Review and Submit
  page
• Add a Requisition Name based on department
  business process
• Determine HIPAA requirements
• Change Attention field if requester is not the
  physical receiver
• Change Quantity or Amounts for Special Request
  lines and Delete items
• Add to Templates or Favorites
• Add Comments that pertain to entire order such
  as Rush Order or Vendor Special Pricing deals

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Finalize Requisition

• Add Fund DPA
• Click Select All All lines selected
• Click Modify Line/Shipping/Accounting

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Finalize Requisition

• Add Fund/DPA
• Type in Fund DPA Program code and Fund Yr
  can also be added if required
• If shipping to a different location the new Ship
  To location can be added
• Click Apply this will add information to all
  requisition lines

For more details on how to finalize requisition,
refer to the P2P Requesting manualgtAdd
Requisition DetailsgtReview Submit page
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Finalize Requisition

• Attach Quote or other Departmental documentation
• Click Comment bubble to open comment box

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Finalize Requisition

• Attach Quote or other Departmental documentation
• Click Add Attachment

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Finalize Requisition

• Attach Quote or other Departmental documentation
• Click Browse to retrieve attachment from
  computer
• Select File - File name appears in box
• Click Open

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Finalize Requisition

• Upload File
• File navigation appears in box
• Click Upload File Name appears in Attached
  File
• Click Send to Vendor if attachment should be
  viewed by Vendor
• Click OK to return to Review Submit page

TIP Each attachment needs to be added
separately Do no select Send to Vendor if
attachment is for business documentation such as
Sole Source Justification
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Finalize Requisition
Click Save and submit to send to Default
Approver Click Save Preview to holds
requisition for later submittal
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Confirmation
Requisition ID is created Requisition is routed
to Default Approver for approval
Tip - Requisition can be edited prior to
approval
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Need Help

• Step 1 Go to CPBC Website
• http//cpbc.ucsf.edu/p2p/how_to_use_p2p
• Requesting Manual
• http//cpbc.ucsf.edu/p2p/p2p_special_request
• Using Special Request
• Category Code Look-up Job Aid
• Vendor Look-up Job Aid
• Supplier Vendor Information for P2P Special
  Request Form
• Step 2 Call OAAIS-Application Service P2P
  Help Desk
• 514-4100, option 2, option 2. (Note this has
  changed from option 3)