# Presentation: 806701

## eProcurement 8.8 (ePro)Requisition Preparer Training

- eProcurement 8.8 (ePro)Requisition Preparer Training

- John Speros, Procurement

**Notes:**
Welcome to ePro Requisition Training
I am ...
We will show you how to enter requisitions into the Lab’s eProcurement system. (Part of FMS 8.8)
A few days after the class, we will add the eProcurement access to your eProcurement (ePro) login.

## Class Agenda

- Terminology
- Procurement systems overview
- Procurement Web site
- eProcurement walkthrough
- ePro step-by-step hands-on
*Restricted Items* training
- Practice requisition with project split
- Looking up ePro information
- Requisition approvals
- Reference Materials

**Notes:**
Attendance sheet
Restrooms / Candy machines
We will go over ..... [above]
Step-by-step will be the requisition from hell

## Terminology

## Terminology

- Requisition
- Purchase Order
- Extended-Term Subcontract
- Requester
- Preparer (“Entered By”)
- Approver
- Certifier
- Buyer / Subcontract Administrator
- Distributed Procurement Unit (DPU)
- PCard Order

**Notes:**
[DRAW REQ CYCLE]
Requisition a way to request goods or services. (old paper)
First the terms Purchase Orders (POs), Agreements, Subcontracts, and Contracts are used interchangeably. They are entered into the system as PeopleSoft POs. The PCard system has PCard Orders.
Extended Term Agreements are also called blanket subcontracts, blanket orders, or type 2 orders. They typically cover services or materials from a vendor over a number of months and are usually setup for 2-way matching (PO-Invoice match) with certification. Regular POs (not blanket) are setup with 3-way matching (PO-Receipt-Invoice match) without certification.
Requester:  Someone who needs something. Requesters can be any of the 4800 people at the Lab with Employee ID #s and an email address.
Requisition Preparer:  An employee who attended a Req Preparer class and has access to Create Requisition in FMS/Procurement (ePro) system. Preparers enter requisitions into ePro and show up as the “Entered By” person in ePro screens. There are 438 Preparers 
Approver:  An Authorized Signer in the Signature Authorization System with enough dollar approval to approve a requisition. There are 749 of them.
Certifier:  A division employee who has been designated in a requisition to certify invoices before they can be paid. Normally only extended-term or blanket orders have certifiers. 
Buyer / Subcontract Administrator: A Procurement employee who is authorized to issue purchase contracts.
The DPU is a group of 11 Procurement employees who handle low-value purchases and have Procurement Cards (PCards)
A PCard order is a purchase made using the PCard system and paid using a PCard.

## Procurement Systems Overview

## Procurement Systems Overview

**B2B**

**FMS 8.8**
- (ePro, eBuy, Purchasing,  PCard,AP, Receiving, GL, RAPID, Travel-TREX )

**Notes:**
In August 2002, we implemented PeopleSoft eProcurement 8.0 and PeopleSoft Purchasing 7.5.
In June 2005, we upgraded it plus all the other LBNL PeopleSoft financial applications to version 8.8.
The Lab’s Financial Management System (FMS) 8.8 includes ePro, Purchasing, Receiving, Payables, Grants (RAPID), General Ledger, Projects, Accounts Receivable, & Travel
Requisition Preparers created 21,100 ePro (non-eBuy) requisitions for FY08
50,000 POs were issued last year for $237 Million (95% of dollars)
eBuy is a subset of ePro. 25,000 eBuy POs worth $9 Million
The Procurement Card (PCard) system
Was moved into FMS on 6/17/08
It keeps track of purchases made by Procurement DPU Cardholders.
18,000 PCard transactions (bank charges) occurred last year for $11 Million. (5% of dollars)
B2B
There are 7 B2B contracts with companies like McMaster Carr, Airgas, & Alameda Electric 
Any employee can order over the Web or FAX for most of these
10,000 B2B transactions last year for $2.5 Million. Moving to eBuy.

## Procurement Web Site

- _[http://procurement.lbl.gov](http://procurement.lbl.gov/)_

## ePro Walkthrough & Step-by-Step

**Notes:**
First you can just watch while I will do a quick demo to give you an overall view of entering a requisition.
After that you will enter a simple requisition to give you a false sense of security.
We’ll have Restricted Item training then Break.
We’ll do the requisition from hell.
See Quick Reference for Creating Requisitions for the main steps.

## Restricted Item Training

**Notes:**
This part of the training will give you credit for 
EHS0012 Restricted Item Training 

## Item Categories List

**Notes:**
Handout
The Item Categories List
78 Item Categories
It is critical that the items be properly categorized
Items are automatically sent to EH&S reviewers and approvers IF properly categorized
Get proper category from requester
** Link to this in ePro screens
Items in Red need special review/approvals

## ePro EH&S Requisition Approval/Review

## What is A Restricted Item?

- There are many types of restricted items... computers... furniture... services...
- From an EH&S perspective, a *Restricted Item*:
- Has inherent safety hazards
- Requires special controls and/or authorizations, and
- If handled improperly, may: hurt people, harm the environment, damage equipment and result in citations or DOE Reportable Occurrences
- For these reasons, purchasing Restricted Items needs to be controlled

**Notes:**
[Read above]

## Restricted Item List

- Procurement Dept maintains the Restricted Item List
- The *most current version* available via LBNL Home Page “A to Z Index”
- Restricted Item List is subject to change
- ES&H related items are grouped together
- EH&S Division POCs and phone extensions are listed
- Note:** **_*notification*_ versus _*approval*_ (more later)

**Notes:**
The Restricted Item List is in the handout at the end
Restricted Items have special requirements that must be met before purchasing them

## What Do We Want You To Do?

- Ask the Requester if an item is Restricted/Sensitive/Hazard
- When you prepare a requisition:
_***Determine***_* *if item is on the Restricted Item List
- Go to _[LBNL’s A-Z index](http://www.lbl.gov/)_ and select “Restricted Items List”
- Use PDF *binocular view* to find item
_***Categorize***_ item by selecting the most appropriate Category when filling out *eProcurement Line Information*

## Conclusion

- Requesters need to be aware of the Lab’s Restricted Item purchasing process
- They should already know this & that controls/authorizations are needed...but preparers can remind them
- Check items against the Restricted Item List
- Use the Web based version for the current list
- Use the PDF binocular view to find the item on the list
- Still unsure?  Contact EH&S
- Correctly categorize items in ePro
- This is important - it flags materials that require approval

## Practice ePro Requisitionwith Project Split

- Practice ePro Requisitionwith Project Split

**Notes:**
Create a Requisition to Dell and split the projects.

## Requisitions Status & Reports

## Manage Requisitions

- Navigation

## Manage Requisitions

**Notes:**
[ GO TO PRD ]
General Requisition Information is available for all ePro requisitions.
All the search criteria must be true to see requisitions. Entered By, etc.
The main Manage Requisition page has a Requisition Status that shows if the requisition is Open, Pending, Approved, PO Dispatched, Received.
PCard:
Their requisition status will stay at Approved since they don’t get an FMS PO.
The PCard Order # will be displayed as soon as the DPU Buyer
Is assigned to the requisition from their supervisor and
Chooses to put it on a PCard
Next to the PC Order is the PCard System Status. (Entered=in the system, Reconciled, Canceled. Etc.)
You can drill-down further to the line item descriptions and “Requisition Schedule and Distribution” where you can see project IDs.
If you click the Green 360 icon, you will see part of the procurement cycle. This shows real-time PO, Receiving, and Payment information and. You can further click on the lit-up PO icon and get the PO# and Buyer.
Click on the yellow Approval Status icon to see who approved the requisition. ATTACHMENTS

## eProcurementPCard Information

- eProcurementPCard Information

**Notes:**
After clicking on the 360 you get the PCard Order Inquiry screen
It has a live link to the PCard system which shows the Buyer, Place Date, Vendor, Receiving information, and Prices.

## IRIS Reports

- _Quick Reports_ on the right give you quick Requisition & PO Status on individual POs
- _IRIS Reports_ give you more details, better formatting, and more filters
- IRIS is refreshed nightly

**Notes:**
Quick Reports:  Use the IRIS reports on the right-side of the main IRIS page to get quick information about Requisitions, POs, and Authorized Signers for requisitions. (Requisitions do not appear in IRIS until they have been approved by the authorized signer.)

## IRISPO Information

- IRISPO Information

**Notes:**
Here is an example of the “Purchase Requisitions” Quick Report.
You can drill down to the PO #

## IRISPO Information

- IRISPO Information

**Notes:**
Here is the IRIS REQINFO report (you can enter many filters)
IRIS Reports:  For detailed PO and Requisition information, click on IRIS Reports on the upper left then click on the + next to "Purchases" and the + next to "PO" to get to the six PO reports.
POB - Purchasing Blanket Contracts & PSAs 
POPR - Purchases by Project 
POPR_TREE - Purchases by Project Tree 
PORD - Purchase Order Lookup by PO# 
POS - Purchasing Summary 
REQINFO - Requisition Details 

## IRISPCard Order Information

- IRISPCard Order Information

**Notes:**
Here is the results of the PCard2 Orders IRIS Quick Report
You can drill-down to individual POs.
You can enter a PCard Purchase Requisition and drill down to the PCard order.

## IRISPCard Order Information

- IRISPCard Order Information

**Notes:**
Here is the PCard2 Order report in the IRIS reports

## 8.8 Approvals

## 8.8 Approvals

- Email arrives in Mozilla mail inbox

- The Email shows “Approval is Requested” in the subject area.

## 8.8 Approvals

- Email text

- Hyperlink to approval page

**Notes:**
Click hyperlink to go to the PeopleSoft login screen

## 8.8 Approvals

- PeopleSoft 8.8 login

**Notes:**
Login with your email (LDAP) User ID & Password OR
If you already have a PeopleSoft login (8 characters or less), use that instead.

## 8.8 Approvals

- Click Approve or Deny

**Notes:**
Click the Approve or Deny button
If you deny, put in a comment to let preparer know what happened.
You are done.
Just Sign-out
For more information, click on links to see additional information

## Advanced8.8 Approval Topics

- Requisition Details

**Notes:**
Check an item and click the “View Line Details button” to see full Project information
Click on the item’s blue link to see a complete description
Click on the Speech Bubble to see attachments.

## Advanced 8.8 Approval Topics

- Add another Approver or Reviewer

**Notes:**
Approvers can also add additional Approvers and Reviewers

## Advanced 8.8 Approval Topics

- View All Approvals

**Notes:**
Approvers can see all of their ePro approvals on one page
Go to the Manage Approvals

## Advanced 8.8 Approval Topics

- View All Approvals

**Notes:**
Click on the blue link to be taken to the requisition’s approval page (same as you saw above)

## Advanced 8.8 Approval Topics

- BLIS Approval

**Notes:**
BLIS Portal will have an ePro Requisition Approval (PRP Work Queue Reminder) channel
All pending reqs for the user will show here. Clicking on a link, takes you to PeopleSoft.

## Advanced 8.8 Approval Topics

- Complex Approvals

**Notes:**
Here we have an Inserted Approver, Ops Director Approver (for >$500K), & EH&S Review for item 2 (Laser)
Green for Approved, Red for Denied

## Requisition PreparerReference Materials

- Requisition PreparerReference Materials

## Requisition Preparer Training Materials

- Quick Reference Guides
- Web-based training through the “User Productivity Kit”
- ePro Help x7774
- Procurement Web Site:
- _[http://procurement.lbl.gov](http://procurement.lbl.gov/)_

## Slide 39

**Notes:**
You can stay after for more help.
Please complete your class evaluation
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