CREATING REQUISITIONS IN ARIBA - Purdue …edit.education.purdue.edu/download/misc/Ariba/P2P 200 - Creating...CREATING REQUISITIONS IN ARIBA ... ARIBA PROCURE-TO-PAY (P2P) MODULE OBJECTIVES

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CREATING REQUISITIONS IN ARIBA

Please log on to the computer while waiting for class to begin.

COURSE OBJECTIVES

At the end of this course you should be able to:

Create a Catalog Requisition

Create a Non-Catalog Requisition

Understand the Approval Process and Approval Methods

How to Monitor a Requisition Status

How to Withdraw or Edit a Requisition

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MODULE 1 CREATING REQUISITIONS

ARIBA PROCURE-TO-PAY (P2P)

At the end of this module you should be able to:

Describe the Components of a Requisition

Create a Catalog Item Requisition

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MODULE OBJECTIVES

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REQUISITION TO PURCHASE ORDER

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Create Requisition

Approve Request

Issue Purchase Order

SupplierReceives P.O.

RECEIVING TO PAYMENT

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Create Receipt

Reconcile Invoice

Exceptions

Approve Invoice

SupplierReceives Payment

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REQUISITION KEY CONCEPTS

In Ariba P2P, you the Requester, create the Requisition.

You may create (i.e. “prepare”) the Requsition on behalf of another user. In this instance, they are considered the Requester.

Ariba P2P will assign a Requsition ID number. When fully approved, P2P will generate a Purchase Order (PO) number.

The Requisition consists of the following:

• Basic information such as the requester, date, total price of items, reason for purchase

• Line items: each catalog or non-catalog item being requested for purchase

• Accounting details (accounts, commodity codes, etc.) for each line item

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Raise your hand if …

you have ever shopped using the internet.

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VENDORS/SUPPLIERSAll vendors who could be found in SRM will be available in Ariba.

Vendors who were found in BOILERMART are going to be loaded in Ariba as a Catalog option.

Enabled Vendor: An enabled vendor integrates electronically with the Ariba network with both receiving Purchase Orders and submitting Invoices.

Partially Enabled Vendor: A partially enabled vendor integrates electronically with the Ariba network in only one way, typically by electronically accepting Purchase Orders through the Ariba network and submits invoices manually.

Manual Vendor: A manual vendor is a vendor that currently does not integrate electronically with the Ariba network and only accepts manual submissions of Purchase Orders and submits Invoices manually.

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CREATE CATALOG REQUISITION

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Shop by Category, Supplier, or Contract

Or use the carousels to shop by Recently Viewed, Favorites, or

Popular Categories

Begin referencing the Creating Requisitions in Ariba QRC

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Or use the carousels to shop by Recently Viewed, Favorites, or Popular

Categories

Search all of the catalogs by entering a part number, supplier

name, or keyword

SEARCH THE CATALOG

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A keyword search for ‘paper’ returned 96 items

Sort the results in a variety of ways

Narrow the results using

menus

Add items to cart

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TIPSuppliers with a Punch

Out Catalog are indicated by the

icon.

Shop by Supplier will yield a listing of all catalogs


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To shop at a punch out supplier’s site, click on the supplier name

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CREATE CATALOG REQUISITION –PUNCH OUT CATALOG

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TIPSince Punch Out

catalogs are maintained by the Supplier, each

site will have a different look & feel.

CREATE CATALOG REQUISITION –PUNCH OUT CATALOG

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Browse the catalog and add items to cart as desired. If you do not find what

you are looking for, click Close Punchout Catalog Shopping Session.

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ADD LINE ITEMS TO SHOPPING CARTAdd all of the required line items

to your shopping cart

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CHECK OUT

Click on “Submit Requisition” to transfer the line item and supplier information back to the Purdue

Ariba application

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CHECK OUT

The line items automatically populate the Ariba requisition

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Catalogs in Ariba can be CIF or Punchout

True or False

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True. Punchout Catalogs jump the user outside of the Purdue Ariba instance to the supplier’s site, allowing the user to

shop for items and return those items to the user’s requisition.

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CATALOG NAVIGATIONSEARCHING

INSTRUCTOR DEMONSTRATION

ARIBA TRAINING ENVIRONMENTOpen Internet Explorer

Go to: http://purdue-t.procurement.ariba.com/

Using ID and Password given to you by the Instructor, log in to the AribaTraining Environment.

IDs are in all CAPS.

Password is: ariba (all lowercase)

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PARTICIPANT EXERCISE – 1A

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SEARCHING IN ARIBA

5Minutes

Objectives:

o Search by Vendor

o Search by Item

o Search by Category

ARIBA SHOPPING CART

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The Requisition number is shown and the cart contents are

displayed

Click Proceed to Checkout

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CHECKOUT

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TIPS1) Required fields are

noted with a green asterisk * need‐by date also required.

2) The information Icon indicate when a field explanation is available

Populate the fields on the Summary tab.

LINE ITEMS

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o Edit – Edit line item detailso Copy – Copy the selected itemo Delete – Delete the selected item(s)oUpdate Total – Update the total cost

Review the Line Items and use Action Buttons as needed.

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EDIT LINE ITEMS

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To view the line item details, select the line item and click Edit.

ACCOUNTING BY LINE ITEM

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Review the Accounting – By Line Item section.

Enter appropriate funding information

(e.g. IO,RIO, Cost Center WBSE and fund).

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SPLIT ACCOUNTING

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Account Assignment• If the splits all have Internal Order or Real Internal Order

numbers use F‐Order

• If the splits all have Cost Centers use K‐Cost Center• If the splits all have Projects (WBSE’s) use P‐Project• If the splits have different Account Assignment (e.g. Cost Center

and Internal Order or a Project and a Cost Center) use X‐Multi Account Assignment

Reference the Split Accounting in Ariba QRC

SPLIT ACCOUNTING

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Allocate the split by Percentage or Quantity is recommended. Enter the corresponding values and

click OK.

Add additional splits as needed.

NOTE: Add Splits prior to entering the

account assignment details.

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COMMENTS/ATTACHMENTS

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To add comments specific to a line item, click Add Comment.

To add an attachment specifically to a line item, click Add

Attachment.

APPROVAL FLOWThe Approval Flow

section will show any errors or missing required fields

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APPROVAL FLOW

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Review the Approval Flow

APPROVAL FLOW SERIAL VS. PARALLEL

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Example of Approval Flow added in Serial

Example of Approval Flow added in Parallel

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APPROVAL FLOWADDITIONAL

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Example of an Order less than $500 for Office Supplies

Example of a Catalog Order greater than $5,000

Level 1 Fiscal Approver needed for Cost Center xxxxxxx



Asset Approver needs to review all requisitions that total more than $5,000

APPROVAL FLOWADDITIONAL

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Example of a submitted requisition where approvals have not started

Once the Level 1 Fiscal Approver approves the order it turns green; it is now ready for the Level 2 approver

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MODIFY APPROVAL FLOW

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• In a “Serial” approval flow (straight line) one person receives notice at a time. Each Approver pending will not receive notice until the Approver that precedes them approves the document.

• “Parallel “indicates that all approvers in parallel are simultaneously notified about the document needing approval.

• A Watcher will receive notification at the same time the first Approver receives notification.

Optionally, you may add additional approvers or watchers to the flow as

needed before clicking Submit.

Reference the Adding or Deleting an Approver or Watcher to Approval Flow in Ariba QRC

SUBMIT THE REQUISITION

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o Continue Shopping – Add additional items to carto Delete – Delete the PR from the systemo Save – Save the PR to your ‘My Documents’ Portalo Submit – Trigger the Approval Flow

When you are ready to submit the requisition for review and

approval to the Approvers and/or Watchers listed in the approval

flow, click Submit.

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REQUISITION SUBMITTED

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Split Accounting allows you to split the cost of the goods or services to two different cost

centers

True or False

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True. Split accounting can split to 2 different cost centers, or as many different cost centers as needed.

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PREPARE AND SUBMIT CATALOG BASED REQUISITION


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CREATE AND SUBMIT A CATALOG REQUISITION

Objectives:

o Navigate Catalog Tab

o Explore Local and Punch Out Catalogs

o Create Requisition

o Modify Workflow

10 Minutes

PARTICIPANT EXERCISE – 1B

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CREATE AND SUBMIT A UNIVERSITY STORES REQUISITION

Objectives:

o Create a Requisition with a University Stores Item

o Submit for Approval

5 Minutes

PARTICIPANT EXERCISE – 1C

MODULE 2NON-CATALOG REQUISITIONS


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MODULE OBJECTIVES

At the end of this module you should be able to:

Create a Non-Catalog Item Requisition

Submit a Requisition for Approval

Review the Lifecycle of a Requisition

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CREATE NON-CATALOG REQUISITION

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Two icons are available to initiate a Non‐Catalog Item PR.

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Enter a full description, select the commodity code, quantity, Price

and click Update total. Enter the supplier, if known and the supplier part number. If not number exists enter “No PN”.

Once complete click Add to Cart.


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The requisition number is shown and the cart contents are

displayed

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TIPS1) Required fields are

noted with a green asterisk *

2) The Information Icon indicate when a field explanation is available

Populate the title, Deliver To, and need‐by

Date and enter comments or add

attachments, if needed, on the Summary tab.


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The Approval Flow section will show any errors or missing required fields

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EDIT LINE ITEMS

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To view the line item details, select the line item and click Edit. When complete

click OK.


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Click Submit

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REVIEW MY DOCUMENTS

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From the Home tab, reference My Documents to see the status of all requisitions.

Non-Catalog requisitions require less work than Catalog

requisitions

True or False

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False. Catalog Requisitions default all of the item information such as the commodity code, supplier, etc. For Non-Catalog

Requisitions, the fields must be entered manually.

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CREATE AND SUBMIT NON‐CATALOG REQUISITION


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CREATE NON‐CATALOG REQUISITION

Objectives:

o Create a non‐catalog Requisition

o Submit Requisition for Approval

10 Minutes


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MODULE 3MONITOR A REQUISITIONEDIT OR WITHDRAWAL


MODULE OBJECTIVESAt the end of this module you should be able to:

Edit a Requisition

Withdraw a Requisition

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REQUISITION STATES

Document Statuses Actions Allowed

Requisition Composing Edit, Withdraw

Requisition Submitted Edit, Withdraw

Requisition Ordering, Ordered View, Monitor

Begin referencing the Monitoring and Editing Requisitions in Ariba QRC

LOCATE SUBMITTED REQUISITION

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Submitted requisitions can be found in the My Documents content pane on the Dashboard The status of each document is visible

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MODIFY REQUISITION

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Edit• Removes requisition from Approval process• Puts requisition in ‘Composing’ status and into Edit mode• Can be edited until the requisition is fully approved

PR must be in a ‘Submitted’ status.


MODIFY REQUISITION

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Withdraw• Removes requisition from Approval process

• Puts requisition in ‘Composing’ status

• Additional step to edit request

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EDIT AND WITHDRAW REQUISITION

5Minutes


Objectives:

o Edit Requisition

o Withdraw Requisition

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RESOURCES

Quick Reference Cards, Business Processes and Simulations

• https://spa.itap.purdue.edu/Business/businessatpurdue/Pages/ariba.aspx

Procurement Services Helpdesk• [email protected]

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ACCESSING ARIBAAccess Employee Portal: http://www.purdue.edu/employeeportal/

Select Ariba:

Enter Career Account ID and Password:

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NEXT STEPS

Review User Profile in Ariba – October 14, 2013

Enter Purchasing Unit

Update Ship-To Location (If Missing)

Refer to Setting Purchasing Unit and Shipping/Delivery Information in Ariba QRC.

Email Notification Settings – these can be managed in the user profile. Refer to Edit Email Notifications in Ariba QRC.

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QUESTIONS?