May, 2010

• 9:00AM – 9:30AM - System Updates/ Fun facts– Hieu Vu

• 9:35AM – 10:00AM – Travel Authorizations – Travel Office

• 10:05AM – 10:30AM – Check Request and Expense Reports– Accounts Payable

• 10:35AM – 11:00AM – Purchase Orders– Purchasing

• 11:10AM-11:15AM- Upgrade Announcement– Hieu Vu

• 11:15AM-12:00PM: Discussion* Budget Office is also available for Q&A

Ariba Sharklink Channel

New Searches Enhancement

• Current Limitations with Searches• Utilize Watcher accounts for Searches

purpose– Separate Login accounts given by OIT

TA/Purpose of Trip

Problem Accessing your index?

Activity Code

Dept/Prog Code

Dept/Prog Code

Index

Index

Index

Index

Index

Index

• Index/Org list-> Select other->Select No Value

•Dept/Prog code->Select Other-> Select correct Dept/Prog code where Index belongs

Important Information

• Approval Flow:• Add a comment when approving-to reply within Ariba

• Name of Traveler:• TSA requirement: Name on ticket MUST match Drivers

License or Passport presented at Check-in and Security Check-Points

• Date of Birth required on all reservations

Important Information

• Prepared by:• Add phone number & email in the contacts area

Important Information• NSU/UT:

• International travel we are requiring a scan/fax copy of their passport

• Email and additional copy of travel itinerary to• Passenger’s cell phone numbers

The following “Best Practices” should help your documents move efficiently through the Approval process.

Best Practices

• Verify your approval routing (Make sure it is correct)

• Title should include Vendor Name to ensure quicker processing

• Credit Memos should be entered on a separate Check Request

• W9s

Best PracticesCheck Request

Receipts: Please use one vendor invoice per check request (This helps NSU cut down on duplicate payments)

Complete the Special Handling Instructions section

Understand that Needed Date is dependent on the Approval Flow timing

Comments Section

Do not pay from Statements

Vendor Invoice Naming format

Best PracticesCheck Request (Continued)

• Please have the TITLE section filled out (Do Not Leave Blank)

• On TRs, the On Behalf individual is the person Getting Paid

• TRs are for employees ONLY

• Cash Advances

• People Invoice Naming format

Best PracticesTravel and Expense Reimbursement

• Keep your Attachments in a consistent format (PDF is the preferred format)

• Make sure ALL backup is included in your Expense Report (Receipts)

• Make sure your attachments are legible and scanned in one file

• Place your Attachments on the Summary Page and not at the Line Item Level

Best PracticesTravel and Expense Reimbursement

• Invoices Should be mailed directly to the Accounts Payable Office

• Important to receive the Items in Ariba. This is the “OK to Pay”

Ariba DO Invoicing

– Customized and stock stamps

– Promotional products

– Coffee, tea, disposable utensils

– Computer equipment and supplies

– Dental equipments and supplies

– Bulk paper orders

– AV equipment and supplies

New Catalogs

Current Catalogs

System Usage Stats

– View ALL Catalogs (Ariba Access Forms)• New catalogs added as they become available• Use built-in approval flows • Restricting access requires additional access forms when new catalogs

become available

– Use the Catalogs

– Purchasing approval on catalog requests are only required if:1. The QTY ordered is > 502. The unit cost for any item is >$2003. The extended cost for any item is >$25004. The total cost for the request is >$5000

– Purchasing approval on Non-Catalog requests are required for every order

PR Best Practices

– Non-Catalog requests• Not available through a catalog• Need a quote? Contact Purchasing

– Minimizes opportunities for error– Expedites approval process– Provides real costs instead of estimates

• Provide detailed descriptions• Provide a part #’s whenever possible• Provide a preferred vendor • Enter each line item separately

– Required for receiving– Helps Center Finance get line item detail and reporting

• Add attachments– PDF, Word, and Excel are the preferred formats

PR Best Practices

– Receipts are the “OK to Pay”

• All items ordered should be received or rejected by the requestor – Exception: IT related items are received/rejected by OIT Receiving

• All invoices should be going directly to Accounts Payable– Forward any invoices to AP for orders placed through Ariba– Contact Purchasing if you are still receiving invoices

• Don’t accept items that have not been delivered to you

• Leave a comment when you reject an item– Notification sent to Purchasing– Will you need to return an item?– Will you need to replace an item?

Receipts and Invoices

• ‘Purchasing Fiscal Year Check’ Approval Group added to ALL requisitions beginning 4/26/10

• Check Box provided for indicating future fiscal year

• Benefits– Obtain necessary approvals prior to order placement in future fiscal

year– Ability to place orders with extended lead times in FY10 to be received

in FY11– Received and recorded in FY11– Avoid new fiscal year purchase requisition processing “bottlenecks”

Fiscal Year End

• Why do I have to enter the floor, room, and phone # so many times?

– Reason: Some departments use one requisition for direct delivery from the supplier to multiple locations

– Tips and Tricks: You only have to enter the floor, room, and phone # two times, regardless of the # of items, if you use the ‘mass edit’ functionality

FAQ’s

Mass Edit

1 2

• Why is Purchasing in my approval flow?

– Reason: It is either a Non-Catalog request or it meets the criteria for volume or price on a catalog request.

• The “Purchasing” group is a routing mechanism • The group member sends the request to the appropriate buyer for

sourcing• The buyer sends the request back to the department for approval• The buyer receives the approval from the department with or without

changes, makes any necessary changes based on department • Request goes to global approvals• Request is approved by Purchasing Director and sent to supplier

Purchasing Buyer Department Buyer Global Purchasing Director

FAQ’s

• How can I check the status of my order?– There are 4 basic statuses shown on the Ariba homepage

• Composing- Still in your hands• Submitted- Still in the internal NSU approvals process• Approved- Sent to the supplier• Denied- At least one approver has denied the request

– Tracking a request that is in ‘submitted’ status• Go to your ‘submitted’ folder• Choose the request you would like to track• Click on the approval flow tab• Look for the approver shown as Active

– Tracking a request that is in ‘ordered’ status• This is dependant on the supplier, but many catalogs have an ‘order tracking’

feature. You just need your DO # – Go to your ‘Approved’ folder– Choose the request you would like to track– Look at the Order ID

FAQ’s

Status Items

• How do I see details on a request before I approve it?

– Click on the PR # of the request from your approvals queue

– Choose ‘Show Details’ on the cart• You can view item descriptions• Accounting information• Missing information or Invalid information

– Review the approval flow• See who has already approved the request or whose approval is upcoming

– Review the history• See who has edited the request and what was edited

– Some punchout catalogs can also be accessed by clicking on the description of an item.

• See images and specifications of items in the cart

FAQ’s

Status Items

• What do all of the document ID’s for one request mean?

– PR= Purchase Requisition

– DO= Direct Order (Same as a Purchase Order)

– RC= Receipt ID

FAQ’s

• Why do I keep getting emails about receipts?

– Reasons:• RC notifications are sent by the system starting the day after an order is

fully approved• RC approval = OK to Pay• The largest volume of orders through the system is to Office Depot• Office Depot ships next day on most orders• RC’s are too important to forget

FAQ’s

• Can I edit an order after it has been submitted?

– Yes, but remember that edit = withdraw – Any approvals already captured will be removed and will need to be

recaptured– Go to your submitted folder, click on the PR, click Edit– NOTE: Once a PR is in Approved status, you can’t edit it

– Tips and Tricks: If you only need to add an approver, comment, or attachment, you can do that without editing

FAQ’s

• How can I see what items are pending approval within my department?

– Center Finance individuals have access to reports

– The ‘Requisitions Pending Approval’ report can be used to see what requisitions require departmental approval

FAQ’s

Pending Approval Report

• How do I check on all orders that my department has submitted and their status?

– You can run a search on any document on which you are either and approver or a watcher

– Conduct a search on any document type (i.e., requisition) by choosing the status ‘submitted’

– The results show what items have been requested, but haven’t been fully approved yet

FAQ’s

Searches

• New enhancements/features (Purchase Orders, T&E)• Redesigned interfaced to help navigation more intuitive

– Single Integrated Dashboard

• More e-commerce like Catalog Search

• Upgrade Schedule to finish by September, 2010– User Testing– Change Management/Training