eBis Training Presentation

Presented by

Charis Thomas

How is this session structured? Introduction

Background describing the impending changes and effects

Demonstration Step by Step guide – showing how to use eBis

Practice Time Exercises to confirm your understanding

Conclusion A summary of the learning from the day. You will receive a Handbook to take away with you to help

you use the system.

How is this session structured?

Introduction Background describing the impending changes and effects

Demonstration Step by Step guide – showing how to use eBis

Practice Time Exercises to confirm your understanding

Conclusion A summary of the learning from the day. You will receive a Handbook to take away with you to help you

use the system.

What is the P2P Project?

Procurement Card eBis Purchase Orders

P2P (Purchase to Pay) Project

Image scanning

What are P-Cards?

Operate in a similar manner to a credit card Make it easier to purchase ad hoc goods and

services worth < £1,000 Over 30 P-Cards are now accessible

throughout Trust Spend is approved retrospectively and must

be supported by invoices/delivery notes

What is eBis? eBis is a web based version of Open

Accounts

It’s fundamentally a purchasing tool Allows the approval of spend in advance Ensures budgets accurately reflect commitments

Allows orders to be raised on-line Prompts users to approve/action items Generates automated reports

Facilitates on-line invoice approval

What are the benefits of eBiz?

Simple to use Replicates Trust Structure and processes Designed to be intuitive and well-supported

Allows a clear track of actual and committed spend Removes paper trail of invoices and orders (all

paperwork accessible on-line) Allows simple tracking of order status Accessible to staff based off-site Pre-approval of spend for higher-value purchases.

SO … which tool should I use?I have completed a

procurement process in accordance to I Need!

Is the item/service >£1000?

Use eBizIs the item a

centrally ordered item (eg stationery)?

Order through central order point

Will the supplier accept P-cards?

Use eBiz

Yes

Yes

No

No

No Yes

Use the P-card

In essence unless your purchase can be made through the p-card it should be made through e-bis.

Are there any exceptions?

There are very few areas of spend that do not need to pass through the process:

Recoupement from other councils – as spend has been deemed exceptional

Utility Bills – as these will be moving to direct debit Expense Claim forms – As the receipts will need to

be attached.

Exceptional eBis items form to be found on outlook – see Trust News

What are your responsibilities around eBis?

Cost-Centre Managers To ensure orders/invoices are approved in a timely manner To ensure to process is followed and administrators are

informed of impending spend

Requisitions/Administrators To ensure orders are raised accurately To ensure all orders are receipted once the good/service

has been delivered

How is this session structured? Introduction

Background describing the impending changes and effects

Demonstration Step by Step guide – showing how to use eBis

Practice Time Exercises to confirm your understanding.

Conclusion A summary of the learning from the day. You will receive a Handbook to take away with you to help

you use the system.

How do I use eBis?

Before starting to use eBis you must have undertaken a robust supplier selection process in accordance with the appropriate I Need! procedure unless this is a procurement from a framework contract (see Supplier Relations for a list of current framework contracts).

So … how do I use eBis? Step 1: Requisition Entry

Confirm spend (through the

Confirm price Confirm Cost-code

Register of authorities in outlook

Confirm Expense code Expense codes found in

outlook Enter order details Forward to

approver/substitute

How do I use eBis? Step 2: Requisition Approval

You receive an email informing you that a req is awaiting approval.

Simply enter the system and approve it.

Orders now automatically merge

Orders and reminders are sent via e-mail

How do I use eBis? Step 3: Goods Receiving

Inform system: Goods are received Items have been returned Items are no longer in stock Changes in request

Payment will only be made once goods/services have been received so…

Weekly receipting reminders sent to managers

How do I use eBis? Invoice Approval

If an invoice that is not PO-related is received it can also be approved

As all Invoices are now scanned in so the approval can occur electronically.

NB : You will be subject to disciplinary action if invoices are received for items that should have been purchased via eBis.

What if I don’t understand?

It is important that if you do not understand you ask us for help. This is because: Suppliers will no longer accept orders not

accompanied with a PO Number or paid for using the P-card.

Payment to suppliers may be delayed. You risk disciplinary action if you fail to use the

system.

How is this session structured? Introduction

Background describing the impending changes and effects

Demonstration Step by Step guide – showing how to use eBis

Practice Time Exercises to confirm your understanding

Conclusion A summary of the learning from the day. You will receive a Handbook to take away with you to help you

use the system.

Conclusion

Almost all purchases should be made using eBiz or P-card.

P2P should make ordering simpler, more accountable and easier to administer.

Use your Handbook to practice on your own. Charis will be in contact face-to-face within

the next week and by phone the week after. Don’t hesitate to contact Charis Thomas on

x7027 if you have any questions.

Any Questions?