Welcome to the OASIS Online Tutorial:

1
Welcome to the OASIS Online Tutorial
eProcurement Overview
2
Before You Begin. . .

• Write down one question that you hope to have
  answered at the conclusion of this online
  training.
• If you do not find the answer during this module
  or the modules that follow. . .
• Before July 1, 2007
• Send question to OASIS project team
  OASIS_at_dartmouth.edu.
• Look for a response on the OASIS website.
• After July 1, 2007
• Email Procurement.Services_at_Dartmouth.EDU

3
Learning Objectives

• Describe the requisition process flow.
• Describe different types of catalogs available
  for requisitioning online.
• Describe changes to business processes and
  policies related to eProcurement.
• Describe the approval process.
• Describe the fiscal responsibilities associated
  with online requisitioning.
• Describe how requisitions and purchase orders are
  encumbered.

4
Whats In a Name?
Requisitioning in an online purchasing
environment, is referred to as. . .
. . .is the tool that provides a user-friendly
interface for online purchasing
5
Interacting in eCommerce

• Two systems for accessing eCommerce Marketplace.
  . .

Vendor serving as a host provider, enabling
access to suppliers and their products
Enables online purchasing -- all order, data,
financials, and coding are captured and stored
6
Benefits
eProcurement Benefits
Shorter purchasing cycle
Improved data accuracy
Access to real-time information
Reduced paperwork
Reduction in off-contract buying
7
eProcurement Environment
FUTURE
8
Blanket Orders
Blanket Orders are college-wide orders set up by
Procurement Services
Large dollar, recurring purchases
Many departments can submit a requisition
against a blanket order
Has only one PO number
Examples Oil Deliveries, Plowing, Sanding,
Temporary Services, etc.
9
Standing Orders
Standing orders have historically been used
incorrectly as open-ended orders. In the future,
they will be for. . .
10
Preferred Purchasing Resources

• Transaction Matrix available to identify
  appropriate purchasing resources
• Internal Resources
• External Resources (primary and secondary)
• Use Internal Resources first whenever possible
• Transaction Matrix available at

http//www.dartmouth.edu/purchase/procurement/mat
rix.html
11
Requisition Process Flow
12
iProcurement Responsibilities
Each user has a specific responsibility
assigned to them in the system that also
determines what level of approval they have been
granted.
13
The Approval Chain
There are six levels of approval for
requisitions. Level 1 has a 0 amount. The user
enters a requisition then it is routed to the
first approver in the users approval chain.
14
The Approval Chain, contd
Grant purchases over 2,500 are automatically
routed to OSP for approval.
15
Stop and Think
What level of approval do you have? Who is in
your approval chain?
Contact your Department/Division Fiscal Officer
if you are unsure of your approval chain.
16
Fiscal Responsibilities Approving

• Purchase is necessary and appropriate
• Money in your budget to pay
• College makes commitment to pay vendor
• Funding is appropriate and captured in correct
• Funding/Activity combination (when charged to a
  chart string)
• P-T-A combination (when charged to a PTAEO)

17
Fiscal Responsibilities Online Receipt OK to
PAY

• No more signed paper invoices
• Online replaces your invoice copy
• No copies of invoices available from AP
• Online receipt signals OK to Pay

18
Fiscal Responsibilities Maintain Records
Your requisition represents one line on a
vendors invoice for many purchase orders to the
College. Its important to maintain copies of. .
.

• Online Receipt
• Packing Slip
• Bill of Lading
• Shipping Memo
• Etc.

19
Handling Freight Charges
Handling varies depending upon the catalog used.
. .

• FOR NON CATALOG ORDERS
• Only done when exact amount of freight charge is
  known
• Add as a separate line on requisition
• If not added as separate line item, charges are
  divided amongst all line items appearing on the
  vendors invoice
• May result in incorrect charges being posted to
  other chart strings or PTAEOs

• FOR INTERNAL AND EXTERNAL CATALOG ORDERS
• Freight charges listed on invoice get prorated
  across all lines on PO

20
NEW Encumbrance Accounting
Key component of OGA function is encumbrance
accounting which must be used for both
compensation and non-compensation costs. This
applies to both sponsored AND non-sponsored
projects.
Encumbering is the process by which committed but
unspent funds are recorded as a reduction in
budget dollars in anticipation of future
spending.
21
Encumbrances and Open POs
OLD
NEW

• Encumbrances were shown as open commitments in
  compensation only

Encumbrances now include both compensation
commitments and open purchase requisitions, and
open (unmatched) purchase orders
Available budget funds are automatically
decreased as soon as a requisition is approved in
iProcurement
22
Purchases NOT Encumbered
23
Procurement Transactions and the Effect on
Encumbrances
Business Flow for Procurement Transactions
24
Encumbrance Information in Reports
25
Learning Challenge

• Take out a piece of paper and answer the
  following questions
• What are two benefits that will be realized from
  eProcurement?
• The tool that provides a user-friendly interface
  for online purchasing is referred to as
  _______________?
• The process of online requisitioning is referred
  to as ____________?
• Where are items covered by blanket agreements and
  internal catalog items ordered?
• What does an approved requisition become?
• A person with a Level 1 approval authority can
  approve requisitions up to what amount?
• What types of commitments are encumbered?
• Budget Actual Expenses Encumbrances
  _____________?
• The following slide contains the answers and
  slide numbers where the answers to these
  questions can be found.

26
Check Your Learning (TBD)
27
Need More Info about iProcurement?

• http//www.dartmouth.edu/oasis/learning
• Procurement FAQs
• Working With eProcurement JTP?
• eProcurement for Receivers Guide
• eProcurement for Approvers Guide
• Procurement Services websitehttp//www.dartmouth
  .edu/purchase/procurement

28
The End