PED Talks: September 2019

Lydia Dexter Author

09/24/2019 Added

68 Plays

Description

This PED Talks discussion covers what a Purchase Order is and how to one one.

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[00:00:01.553]Welcome back everyone.
[00:00:02.966]This is Maggie Witt,
[00:00:04.192]with the Procurement and Strategic
[00:00:05.980]Sourcing Services Department,
[00:00:07.285]at the University of Nebraska-Lincoln.
[00:00:09.480]And I am honored to be here with my partners
[00:00:12.641]in procurement, if you will.
[00:00:14.891]To my right, we actually,
[00:00:17.601]I'd like to introduce two people who are new on our team.
[00:00:21.440]One of those individuals is Mary Mitilier.
[00:00:23.460]Would you like to say hi to everyone Mary?
[00:00:25.204]Hi everyone, I'm really glad to be here.
[00:00:28.271]Mary Mitilier coming to you with a little experience
[00:00:31.600]in procurement and in the systems that you're using.
[00:00:34.690]So I'm glad to be on this team and ready to support you all.
[00:00:38.048]Awesome, and Mary joins us as our new manager
[00:00:41.608]of systems and data analysis.
[00:00:44.130]So, you will be hearing from me
[00:00:47.102]and we'll be making the rounds
[00:00:48.880]getting out to meet various people on the campuses,
[00:00:51.906]stakeholders and just departments, and inner workings.
[00:00:56.670]So, welcome, if you meet Mary,
[00:00:58.950]please welcome her to the team.
[00:01:00.864]Further down the table,
[00:01:02.097]I have a young lady who's not named on the presentation,
[00:01:05.562]but she's here.
[00:01:06.780]She's our project coordinator.
[00:01:07.903]Her name's Emily Beatty.
[00:01:09.536]Emily, I think they should be able to hear you.
[00:01:12.100]So, if you speak just enough from that side,
[00:01:14.720]I'd love you to say hi to the crew.
[00:01:16.770]Hi, it's nice to, well, virtually meet everyone.
[00:01:19.316](people laughing)
[00:01:20.890]Excited to be here.
[00:01:21.723]Thanks Emily, and then keep
[00:01:24.709]comin' around the table.
[00:01:25.542]My other co-presenters are Martha Young, Martha?
[00:01:29.549]Hello.
[00:01:31.081]for those of you who worked with her,
[00:01:33.072]she's our voice of customer service here
[00:01:35.176]in procurement services,
[00:01:36.439]and we're so grateful to have Martha and her experience
[00:01:39.604]with our systems,
[00:01:40.785]and pretty much anything else procurement related.
[00:01:43.935]She's got it going on,
[00:01:45.172]and then next to Martha we have Sydney Zach,
[00:01:48.672]and I think some of you have heard from Sydney previously,
[00:01:51.088]but I'll let her introduce herself.
[00:01:53.552]I am Sydney Zach I'm the scientific buyer
[00:01:56.761]for the university.
[00:01:57.614]I seem to be a regular on these Ted Talks,
[00:02:00.295]but I'm happy to be here and as Mary said,
[00:02:04.278]we are here to support the campus
[00:02:06.427]and end-users in any way we can.
[00:02:08.972]Thanks Sydney, you wanna forward for me there?
[00:02:12.360]I will.
[00:02:17.398]There we go.
[00:02:18.231]Yeah, you want to page down.
[00:02:20.307]There we go. There we go.
[00:02:22.400]And hopefully if anyone's having
[00:02:23.326]any technical difficulties, we're all
[00:02:25.621]kind of multitasking here in the room.
[00:02:27.790]We're paying attention to the chat box.
[00:02:30.870]I know we're on mute.
[00:02:31.824]I do want to just say a little housekeeping.
[00:02:33.931]If you do submit a question
[00:02:35.438]and we see that it's relevant to the slide
[00:02:37.797]we're on and we want to insert an answer to it,
[00:02:40.299]we'll give our best to try to do that.
[00:02:42.597]And, or if you're having difficulties,
[00:02:44.554]please let us know immediately,
[00:02:46.490]so we can try to adjust the technology.
[00:02:49.070]Thanks a lot for being here everyone.
[00:02:50.448]We're glad you're on board.
[00:02:53.370]So, our topic today sounds like a small thing.
[00:02:55.925]What is the PO, why do you need them?
[00:02:58.775]What are they, what's the purpose?
[00:03:00.853]Well there's a little bit that goes behind it,
[00:03:03.182]and our agenda for today.
[00:03:05.280]We're going to first talk about,
[00:03:06.366]well, who gives us the authority to spend money?
[00:03:09.899]Cause that's what a purchase order is,
[00:03:11.508]it's a way to spend money.
[00:03:13.339]And so,, we're gonna talk a little bit
[00:03:14.812]about board of regions policy.
[00:03:17.097]Then we'll talk about what is the PO.
[00:03:19.760]Technically we'll kind of get into the
[00:03:20.649]breakdown of what it is and what it does.
[00:03:24.200]We'll talk about why, when and how they're
[00:03:25.665]used, the benefits and importance of POs,
[00:03:30.225]types of purchase orders, And so,me best practices.
[00:03:34.494]This is a fairly straightforward topic today,
[00:03:37.326]but I know with variety of systems
[00:03:39.544]that we operate across the university
[00:03:41.730]and varying customers that are all served
[00:03:45.303]by the procurement services operations,
[00:03:48.327]a variety of questions may pop up.
[00:03:50.980]Again, we'll do our best to answer them
[00:03:52.340]within the body of the context of the presentation,
[00:03:55.350]but I promise we're going to do our best
[00:03:56.999]to save time at the end to fill in any blanks.
[00:04:00.201]And also just to add, that if we can't answer
[00:04:03.461]a question today, we're not going to tell you
[00:04:05.916]something we don't know.
[00:04:08.519]We will get back to the group and make sure
[00:04:11.203]that we answer and address those questions
[00:04:12.875]subsequently or POsthumously to the presentation.
[00:04:17.880]All right, I'm moving right along.
[00:04:20.910]I promised a little review of board policy.
[00:04:23.272]For those of you that aren't aware,
[00:04:25.997]chapter six of the board of regents policy
[00:04:28.639]addresses purchasing.
[00:04:30.716]And if you've got a little time
[00:04:32.337]on your hands and you'd like to read
[00:04:34.540]a couple of hundred pages of policy,
[00:04:35.840]feel free a or if you'd like us to just
[00:04:38.698]point you to the ones that matter depending
[00:04:41.896]on what the topic is.
[00:04:43.747]Let's take you straight to number 6.2.1.12,
[00:04:49.695]which basically is the policy that directs
[00:04:53.665]how we purchase.
[00:04:56.490]So, chapter six gives a lot of overview
[00:04:59.281]on the various articulations
[00:05:01.842]on why we can buy and what we can buy,
[00:05:05.253]and with the rules around buying are.
[00:05:08.157]So, first and foremost, it's important to understand
[00:05:10.416]that the board instructs us that no commitment
[00:05:13.809]of university funds can be made except by
[00:05:16.761]the means of a few things.
[00:05:20.300]And the policy itself states a PO,
[00:05:23.455]a purchasing card or a contract
[00:05:25.173]approved by the appropriate administrative officer.
[00:05:28.239]But to help me out with this,
[00:05:29.462]I'm going to ask Mary to color in a few points
[00:05:32.742]on this policy and just maybe
[00:05:35.751]make it a little prettier than,
[00:05:37.458]because board policies and all those paragraphs
[00:05:40.395]sometimes are a little difficult to read.
[00:05:42.652]So, let's try it a bullet format, okay?
[00:05:44.310]All right, all right, well thanks Maggie.
[00:05:47.149]So, purchase orders really are the preferred way to make
[00:05:50.043]purchases for the university.
[00:05:51.851]We'll cover some of the details of that later
[00:05:54.576]in this presentation, but normally you're going
[00:05:57.522]to be creating purchase orders just when
[00:05:59.511]you place orders using the catalogs
[00:06:01.505]or the non catalog form in eSHOP,
[00:06:03.772]or in some cases another system.
[00:06:06.736]Another way to make a purchase according
[00:06:09.344]to the policy is through
[00:06:11.335]a contract and in a contract as useful
[00:06:13.687]when you are negotiating specific terms
[00:06:15.932]of an agreement with a vendor,
[00:06:17.666]and you have specific deliverables,
[00:06:19.464]the timeline, payment method, all that stuff.
[00:06:24.816]And so, we recommend or is recommended
[00:06:27.472]that once you have a signed contract,
[00:06:29.713]that you go ahead and create a purchase order in eSHOP,
[00:06:32.220]'cause that keeps all of that tidied up so that
[00:06:35.218]everybody understands that this is what
[00:06:37.808]we're expecting to get.
[00:06:39.277]This is how we're going to pay for it.
[00:06:41.244]And when the invoice gets applied to that purchase order
[00:06:44.112]and kind of closes out that contract if it works,
[00:06:46.173]just like a purchase order.
[00:06:48.277]And lastly, the PCARD, sorry about that.
[00:06:51.462]So, that was the Maggie's flow on the finger.
[00:06:54.540]The PCARD, you know, the PCARD is,
[00:06:56.976]has a bunch of specific regulations
[00:06:58.732]that belong just to the PCARD,
[00:07:00.350]and it is an option for purchasing,
[00:07:02.489]but if it is available in eSHOP,
[00:07:05.268]it is best to use each app so that all of the approval
[00:07:09.501]steps and all of the audit trail is just
[00:07:12.111]built right in.
[00:07:12.957]And no auditor's ever going
[00:07:13.977]to come back and ask you that to give proof
[00:07:16.520]of why you purchase something from someone
[00:07:19.730]best to cover all the basis
[00:07:20.754]whenever possible, right?
[00:07:22.484]Right, we don't want anybody coming back to you
[00:07:24.818]a year from now asking you to explain some little purchase.
[00:07:29.758]So, and I think that that's,
[00:07:32.242]it's a good way for me to frame it up
[00:07:34.085]too, is policy helps.
[00:07:36.303]The procurement is here to help ensure that we,
[00:07:39.250]we act on policy accordingly.
[00:07:42.760]That we have the right steps
[00:07:44.414]in place to help ensure that policy is met.
[00:07:47.620]So, if for any reason you know, along the way
[00:07:51.051]you're confused by something,
[00:07:53.031]that's our goal here is to help clarify so we're
[00:07:56.039]answering it, we're approaching this
[00:07:57.796]from a variety of dimensions.
[00:07:59.857]For example, if you have been delegated the ability
[00:08:03.890]to make a buy or own, you know, manage funds
[00:08:08.501]or approved funds or have any piece
[00:08:10.666]of this process in your POsition description
[00:08:13.265]at the university, we first we want you
[00:08:16.066]to understand that your actions count.
[00:08:18.597]What you do matters because you're representing
[00:08:21.162]the University of Nebraska when you make a buy.
[00:08:24.632]So, when you make a decision to spend
[00:08:26.466]funds out of your, you know, your accounts
[00:08:29.998]or the money that is assigned to you
[00:08:32.330]to spend regardless of the source of those funds,
[00:08:35.674]you are representing the University of Nebraska,
[00:08:38.676]because you're doing business on behalf
[00:08:41.220]of the University of Nebraska, your, it's really important
[00:08:45.163]for you to understand your limitations.
[00:08:49.094]I'm not sure I like that word and yet it's really
[00:08:51.799]the only word I can think of.
[00:08:53.310]The rules around purchase authority.
[00:08:56.124]Hence, that's why we're getting into the details around ways
[00:08:59.974]to buy and helping you understand the dimension
[00:09:02.982]of a PO in context of all the other purchasing
[00:09:05.828]methods that the university has.
[00:09:10.164]So, Mary, I'm going to throw this back
[00:09:11.773]to you again because I like this slide,
[00:09:14.362]and thank you for contributing this.
[00:09:16.282]Yes, so every purchase requires
[00:09:19.003]at least three participants.
[00:09:20.870]This doesn't matter how you're making the purchase.
[00:09:23.207]We have somebody who wants to buy something, pretty simple.
[00:09:26.708]I mean, depending on the format you're using,
[00:09:29.001]somebody wants to buy something and then you
[00:09:31.850]have somebody who has the ability to approve
[00:09:34.290]that purchase against the budget,
[00:09:36.268]or against the policy, or whatever it is.
[00:09:39.190]And then, you have somebody who is reviewing it,
[00:09:41.026]and if it happens in one of our systems is going to be
[00:09:43.975]somebody in procurement, probably reviewing
[00:09:46.036]that purchase so that it travels through the
[00:09:48.365]system according to the regulations
[00:09:51.110]that we're all held accountable for it.
[00:09:54.725]Perfect.
[00:09:56.510]We're going to talk about this a little bit later
[00:09:57.644]when we get into eSHOP, aren't we Martha?
[00:09:59.757]Yeah. Great.
[00:10:01.478]Okay, moving right along.
[00:10:03.178]So, another aspect of the policy,
[00:10:05.412]so when we're buying things, those of us,
[00:10:08.815]those of you that all have the authority
[00:10:10.484]or the ability to do so, or one piece
[00:10:12.528]of the process at whatever place in the process you are,
[00:10:17.107]it's also important to understand the concept
[00:10:19.545]of university funds.
[00:10:21.078]So, those of you can't see me on the camera,
[00:10:23.270]'cause we don't have one in this conference room.
[00:10:25.702]So, we will in a few months, I promise.
[00:10:28.310]I'm putting a little quotes in there.
[00:10:30.299]All money that is appropriated to the university,
[00:10:33.261]or acquired by the university,
[00:10:35.643]however you want to think about that,
[00:10:37.763]whether they're donations,
[00:10:39.203]federal grants, you know,
[00:10:42.733]any money that comes to the university from the states,
[00:10:46.440]it's basically to be managed in the manner,
[00:10:49.847]that board policy states, regardless of the source of funds.
[00:10:54.794]So, we do get questions sometimes.
[00:10:57.606]Well, you know, these are federal funds,
[00:10:59.549]so I can do whatever I want.
[00:11:01.210]And while we understand that you need
[00:11:03.220]to do whatever it is for your department or your research
[00:11:06.416]and those types of things,
[00:11:08.353]that's not the intention of the policy.
[00:11:09.186]Policy isn't to restrict what you're trying to achieve.
[00:11:14.701]What it says is there's a way
[00:11:16.859]that that buy needs to be made.
[00:11:19.583]So, again, back to the guidelines,
[00:11:21.537]and this is really regardless of the source
[00:11:24.068]of the funds or who is making the purchase.
[00:11:26.576]So, it, I hope this isn't a complicated concept,
[00:11:31.292]and yet we're just trying to take kind of the mystics,
[00:11:34.960]you know, the mystification out of it.
[00:11:37.583]But hopefully that is clear.
[00:11:39.973]So, moving right.
[00:11:40.806]Unless anybody has a point they want to add to this.
[00:11:43.097]No, I like to think about it kind of like,
[00:11:45.131]if it's coming out of the checkbook
[00:11:49.477]that belongs to the board of regents,
[00:11:51.209]or anything like that and think about it,
[00:11:53.254]then it needs to, the purchasing,
[00:11:55.676]no matter what you're purchasing needs
[00:11:58.118]to follow their guidelines for purchasing.
[00:12:01.745]That's a good way to think of it.
[00:12:03.416]If it's coming out of our checkbook,
[00:12:04.734]you kinda gotta follow this chapter six.
[00:12:06.891]And, all purchases are made
[00:12:08.628]for the university regardless of campus,
[00:12:11.086]on behalf of the board of regents
[00:12:13.347]of the University of Nebraska.
[00:12:15.631]So, sometimes your contracts or purchase orders,
[00:12:19.332]or whatever it vehicle you're utilizing may indicate
[00:12:22.656]it's specific to one campus or another,
[00:12:25.858]or multiple campuses,
[00:12:27.254]but it's still all under the umbrella
[00:12:29.300]of the board of regions of university.
[00:12:31.808]Thanks Mary, I liked the checkbook idea.
[00:12:36.140]So, another concept that comes into this,
[00:12:38.175]and again, we're trying to address
[00:12:39.524]some of the questions where you received throughout
[00:12:42.129]the year in the body in the context of our presentation,
[00:12:46.436]is the actual ownership and control
[00:12:48.269]of what is purchased.
[00:12:50.203]So, if you spend money and it's in your department,
[00:12:53.771]you buy a piece of equipment or a technology
[00:12:56.911]for that matter, it really doesn't matter
[00:12:59.263]if university funds that we defined
[00:13:02.045]on the previous slide were used to purchase those,
[00:13:04.501]that equipment or what have you,
[00:13:06.964]it belongs to the university.
[00:13:08.967]Now, as simple as that sounds,
[00:13:12.041]we do get calls occasionally about,
[00:13:14.085]well they'd like to take this,
[00:13:16.301]and take it with them when they go to another school,
[00:13:19.710]or they'd like to take this,
[00:13:20.716]they'd like to purchase a PC that they had
[00:13:22.925]while they were working here at the university.
[00:13:25.270]That is less uncommon than you might think.
[00:13:28.112]The bottom line is the university has policies
[00:13:30.710]and guidelines around ownership of property.
[00:13:33.405]We do have guidelines on inventory surplus
[00:13:35.634]and disposal that that I recommend.
[00:13:39.801]If you have any questions on this topic in particular
[00:13:42.440]that we would probably take those offline
[00:13:45.988]if you want to know any exceptions to that.
[00:13:49.361]I haven't seen any made under my regime,
[00:13:54.874]and I think this is pretty black and white,
[00:13:57.234]as far as the university and the board,
[00:13:58.404]and the state is concerned.
[00:14:00.667]Just wanna make sure everyone knows.
[00:14:02.720]We've got a wonderful team,
[00:14:04.157]in John Lomeyer and Jill Rodman, who managed this process.
[00:14:09.698]And you might've watched their presentation
[00:14:11.343]on an earlier PED Talk.
[00:14:13.874]I can't recall, WAS that April or February, Martha?
[00:14:17.180]I'm just thinking out loud, I'm at a loss.
[00:14:19.155]That's okay. I'm not sure.
[00:14:20.934]But it is on one of our previous
[00:14:22.479]PED Talks and they really had a lot
[00:14:24.243]of good questions on that.
[00:14:25.390]So, just, just to help you understand,
[00:14:27.597]regardless of the sources of funds,
[00:14:29.575]it still belongs to the university.
[00:14:31.847]Anything else anybody wants to add there?
[00:14:35.841]Cool, Okay.
[00:14:36.818]Promise we're going to get through the policy here shortly,
[00:14:39.563]but it is important.
[00:14:40.732]It sets the framework for why purchase orders
[00:14:42.938]are important and what they are to the university.
[00:14:46.377]Last, I think this is my last,
[00:14:47.744]but definitely not least slide.
[00:14:49.996]Am I close to the, that point? (woman murmuring)
[00:14:54.885]Okay, so personal use purchases are prohibited.
[00:14:58.099]And just once again, kind of carrying on the university
[00:15:01.529]property theme and what belongs to the university,
[00:15:04.822]and what funds can be used for.
[00:15:07.136]Some examples of personal use items
[00:15:10.711]would be on the right hand side.
[00:15:12.974]That's not an exhausted list.
[00:15:15.488]It's just to help give a guideline so everyone
[00:15:17.806]understands what's permitted.
[00:15:20.250]It doesn't matter what purchase vehicle
[00:15:22.134]you're using that we spoke of several slides ago,
[00:15:26.047]whether it's purchased sort of contract or PCARD,
[00:15:29.069]these items and articles are not,
[00:15:32.363]if it's to benefit the person,
[00:15:34.825]and not the university, you kind of need to ask
[00:15:38.570]yourself the question in the lower left hand corner,
[00:15:41.954]is it university mission critical?
[00:15:44.791]Who actually needs to take ownership
[00:15:46.788]of this item or service?
[00:15:48.925]And if it truly is on behalf of the university,
[00:15:51.567]then the funds that you're using need to be personal,
[00:15:54.752]or you need to be university funds, I'm sorry.
[00:15:57.081]If it is not, then it's a personal purchase, okay?
[00:16:01.081]Hope that's clear.
[00:16:02.692]Yeah, so the defined articles as anything,
[00:16:05.933]really anything that you're going to purchase
[00:16:08.170]that's tangible and then services,
[00:16:09.819]you know, everything else.
[00:16:14.462]Have you had any experiences in this area, Mary?
[00:16:18.424]Yeah, so the main question usually comes up
[00:16:21.336]in break room supplies, refrigerators, microwaves.
[00:16:25.424]Like how do we replace those kinds of things.
[00:16:27.981]They are for personal use of staff just because,
[00:16:30.604]it's because it is being used by staff,
[00:16:34.869]does not make it not a personal per use item.
[00:16:38.598]When we're talking about personal use items,
[00:16:40.309]it's individuals or staff use.
[00:16:43.315]So, it needs to be university mission critical
[00:16:46.685]types of purchase.
[00:16:48.763]And really, you know, we all have a breakroom supplies.
[00:16:52.732]So, that's a big question.
[00:16:53.854]So, if you have any questions about that kind of thing,
[00:16:56.427]you can always call us.
[00:16:57.776]Yup, we periodically get them
[00:17:00.280]a lot of times with renovations.
[00:17:02.450]But again, the purpose of this
[00:17:04.449]is just to give the overview so we can
[00:17:06.653]talk about the real purpose that we're here.
[00:17:09.493]Sorry about the clack of my watch
[00:17:11.101]on the table about there everyone,
[00:17:13.351]I hope it wasn't too loud for the audience.
[00:17:16.590]So, what is the purchase order?
[00:17:18.981]So, I think that I would like to have
[00:17:21.801]one with a lot of experience here with universities
[00:17:24.610]to get us started in this section.
[00:17:26.848]If you don't mind Martha,
[00:17:27.823]I'd love to hear your lovely voice.
[00:17:30.050]Thank you, Maggie.
[00:17:31.277]A purchase order is considered a legal document,
[00:17:34.741]which is authorizing the supplier,
[00:17:37.630]whoever you're working with,
[00:17:39.480]to provide a service,
[00:17:40.468]or to provide products to the university.
[00:17:44.778]Once that supplier accepts purchase order,
[00:17:49.864]it is considered a contract.
[00:17:52.520]So, that's one thing to keep in mind.
[00:17:57.440]Purchase orders can be created multiple ways.
[00:18:00.005]They can be created in eSHOP,
[00:18:02.052]and they can be created in SAP.
[00:18:04.909]We do have our purchasing decision tree,
[00:18:08.509]which was a collaboration and it's there just to provide
[00:18:12.403]a guideline to help you determine the best method
[00:18:15.884]to use for procuring goods or services.
[00:18:19.742]Where can they find that, Martha?
[00:18:20.757]I can't remember that.
[00:18:22.180]That purchasing decision tree,
[00:18:23.132]we have a link to it on our eSHOP shopping page.
[00:18:27.361]It's listed under the procurement services website
[00:18:31.457]and it's also listed in the eSHOP website.
[00:18:34.449]The three places to get to it.
[00:18:36.506]All right, awesome, thank you.
[00:18:41.753]We encourage you to use our prime suppliers first
[00:18:45.781]for any purchases.
[00:18:47.263]And I'm going to turn that over to Sydney,
[00:18:50.986]who works and manages our scientific,
[00:18:53.917]some of our scientific supplier contracts.
[00:18:57.541]All right, thank you Martha.
[00:18:59.102]So, let's talk a little bit about why we want to use POs.
[00:19:04.117]So, a PO, when it's going to be sent
[00:19:06.519]to the supplier is going to provide
[00:19:08.416]all the relevant detail of your purchase.
[00:19:11.855]It's going to include your correct ship to address,
[00:19:15.420]it's going to include your correct unloading point,
[00:19:17.317]any delivery notes, special delivery notes
[00:19:19.682]for all my Mathison users out there,
[00:19:22.332]it's gonna include your Mathison account number
[00:19:26.380]on there as well as correct product information.
[00:19:31.731]And once that PO is accepted by a supplier,
[00:19:34.990]the purchase order is then considered a contract between
[00:19:38.371]both of those parties.
[00:19:40.217]So, once that PO submitted and accepted by the supplier,
[00:19:44.557]what's sent with that PO from the university,
[00:19:48.031]there's a link to our university
[00:19:49.718]standard terms and conditions.
[00:19:51.722]So, those terms and conditions will apply to that PO
[00:19:54.520]unless it's an outside negotiated contract,
[00:19:58.286]which we can talk about later.
[00:20:00.943]Having a PO and those applicable terms and conditions
[00:20:05.217]with those PO, it mitigates risk to the university.
[00:20:08.710]So, it's going to keep everything
[00:20:10.135]within the boundaries of the purchase order,
[00:20:13.130]your terms, your price, shipping details,
[00:20:15.766]anything that's on that PO or anything
[00:20:18.766]contractually related to it.
[00:20:20.420]It's going to provide a barrier and lower the risks
[00:20:23.891]on behalf of the university.
[00:20:25.966]And then finally, it's gonna prevent invoice fraud.
[00:20:28.896]So, once a PO is issued, you get that number
[00:20:32.624]that's generated and we in return from the supplier
[00:20:35.794]should be having an invoice.
[00:20:37.327]But that same PO number that reflects exactly
[00:20:39.692]that with all the information
[00:20:41.470]that was submitted on the PO.
[00:20:43.260]So, we shouldn't be getting duplicate invoices.
[00:20:46.150]So, if we received invoices
[00:20:47.370]with the same PO number, we know, hey,
[00:20:49.921]we need to take a look at this and why are we getting
[00:20:52.225]a second, second invoice for the CEO?
[00:20:54.900]We don't have to overpay.
[00:20:57.450]We'll also be able to catch
[00:20:58.838]any over invoicing in quantity or pricing,
[00:21:01.462]because that invoice with that PO number
[00:21:03.798]should match that PO number that's generated
[00:21:06.161]once submitted to the supplier.
[00:21:07.782]And I might add, that's a good summary, Sydney.
[00:21:10.161]I might add too, it's sometimes more complicated
[00:21:12.941]POs have multiple lines,
[00:21:15.920]partial receipts, partial deliveries.
[00:21:17.829]But that's the beauty of the purchase order is
[00:21:20.143]when the process of the PO,
[00:21:22.217]which we're going to talk about a little bit later
[00:21:24.158]in the presentation, goes through,
[00:21:26.319]if you do a partial and you have another receipt
[00:21:27.152]or a line is received in there's others that haven't been,
[00:21:31.819]it accounts for all of those transactions
[00:21:34.973]in one place and it's really just a good,
[00:21:37.776]I guess the word is accounting of everything
[00:21:40.229]that has been purchased and not yet received,
[00:21:43.249]and still to be invoiced.
[00:21:45.477]It provides a great checks and balances.
[00:21:48.010]So, what you're seeing as it comes in,
[00:21:49.953]whether it's a full shipment or partial shipment,
[00:21:52.141]it should eventually match up
[00:21:53.415]to exactly what is on that should be reflected.
[00:21:55.603]Correct.
[00:21:57.271]So, let's talk a little bit about
[00:21:59.104]how and when to use POs.
[00:22:02.080]So, as Martha talked about what is the purchase order
[00:22:06.301]and where can we issue those purchase orders?
[00:22:09.718]So, we prefer that we go,
[00:22:10.886]we get those POs into eSHOP.
[00:22:13.159]So, any products or supplier that's in available
[00:22:15.833]in eSHOP can have a PO generated
[00:22:18.518]for that supplier order.
[00:22:21.441]Also if a supplier maintains a catalog item in there,
[00:22:25.151]so I know I have a lot of science catalog
[00:22:27.113]items in there as well as other hosted and punch up vendors.
[00:22:30.849]And preferably if a supplier provides,
[00:22:33.925]e-invoicing, so electronic invoicing,
[00:22:37.200]it's just a very streamlined process
[00:22:39.291]from generating that PO electronically,
[00:22:42.319]to processing the invoice electronically.
[00:22:45.760]So, some of the alternatives
[00:22:46.880]that we talked about before where PCARD,
[00:22:48.665]so we can use the card, si items for allowable items,
[00:22:53.061]and they're $5,000 in SAP if that supplier
[00:22:56.110]may not be added to eSHOP at that time.
[00:22:58.232]But we are always open to hearing recommendations
[00:23:01.201]for suppliers being added into eSHOP.
[00:23:03.890]So, if there's a supplier that you use regularly.
[00:23:06.611]or at least a fair number of items regularly
[00:23:10.987]from a supplier,
[00:23:12.044]let us know and we will look into it for you,
[00:23:15.030]and hopefully get them into eSHOPs,
[00:23:16.396]so we can streamline that workflow.
[00:23:19.200]Yeah, that's a great summary.
[00:23:20.980]I'd like to add too, just to shout out.
[00:23:23.052]Our goal with eSHOP is to make it easier for you to buy,
[00:23:28.792]for the campuses to buy.
[00:23:31.201]And so, our goal here is to not create
[00:23:37.280]a challenge as to choosing where,
[00:23:39.705]but we're looking for ways to ease the purchasing
[00:23:42.733]process and minimize the amount of work,
[00:23:46.733]over minimizing the amount of work required
[00:23:51.990]on the back end for payment.
[00:23:54.058]So, if we can facilitate things electronically via catalog,
[00:23:58.422]we have a very nice back-end efficient process
[00:24:02.444]for payment that minimizes the amount of workload
[00:24:06.052]at the closing the transaction
[00:24:07.955]and even paying the invoice because they're electronic
[00:24:11.226]in most in many, many cases.
[00:24:13.517]So, I just wanna make sure I get that out there.
[00:24:16.187]We understand there are
[00:24:18.383]still various systems that people use and need,
[00:24:21.598]but it's also important to understand
[00:24:23.899]that the PCARD has this limitation.
[00:24:27.740]I'm not saying it isn't a flexible tool,
[00:24:29.207]but there are limits around what's allowable.
[00:24:31.435]There's also a threshold on what you can buy,
[00:24:35.364]and there's also a lot of work on the back end,
[00:24:38.634]and reconciliation on those.
[00:24:40.304]So, it's important to understand the best tool
[00:24:43.713]for you to use.
[00:24:44.956]And, that's why we're trying to demonstrate,
[00:24:47.897]you know, those options.
[00:24:49.797]I think we might have a question in the chat.
[00:24:52.045]We do.
[00:24:52.903]So, what is that question?
[00:24:54.915]This is in relation to creating a PO.
[00:24:59.312]"So, eSHOP over SAP?
[00:25:03.212]"We thought we were supposed
[00:25:04.277]"to transition those into eSHOP."
[00:25:07.470]Okay, thank you.
[00:25:09.786]I don't know the name of who's asking,
[00:25:12.137]but I would be happy to answer the question.
[00:25:15.150]I wish I could call you by name.
[00:25:17.500]I'll do my best to answer it,
[00:25:19.225]but I think the answer is evolving
[00:25:21.858]at the University of Nebraska.
[00:25:24.687]So, I will say that eSHOP offers a ease of use
[00:25:29.924]and efficiency to procuring a wide variety
[00:25:34.423]of products and goods.
[00:25:36.681]So, it is not the only source for making a purchase.
[00:25:41.950]And let me just explain if you could see my hands.
[00:25:44.822]SAPs are permanent system of financial record
[00:25:48.230]at the university, and it was here before.
[00:25:51.802]We were fortunate enough to get Jagger,
[00:25:55.030]which is our eSHOP platform,
[00:25:56.919]is actually a software known as Jagger.
[00:26:00.199]And, Jagger allows us to work closely
[00:26:03.356]in the cloud securely with our suppliers
[00:26:07.269]and exchange orders electronically.
[00:26:10.060]So, wherever possible we wanna maximize the volume
[00:26:12.692]of transactions that fit our eSHOP tool.
[00:26:16.750]I will say that not all of our purchases
[00:26:20.038]are comfortably facilitated in eSHOP.
[00:26:24.805]A lot of that has to do with backend
[00:26:27.584]processing requirements of backend.
[00:26:30.440]I'm sorry, maybe better to say at the end
[00:26:32.232]of the process because the entire cycle
[00:26:34.393]of a purchase starts with a requisition
[00:26:37.197]to an approval and purchase order, and then payment.
[00:26:41.840]So, if you think about the procure
[00:26:43.656]to pay process and a cycle,
[00:26:45.774]we still have some opportunities for simplification
[00:26:49.945]here at the university.
[00:26:51.572]I can't suggest that everything can and should be in eSHOP,
[00:26:57.279]but let's just say that we want to be the most
[00:26:59.901]efficient procurement method possible for the university.
[00:27:03.550]And, if you're in question,
[00:27:05.329]we'll do our best to help you
[00:27:07.630]if you have a specific situation.
[00:27:09.340]Again, our goal is where we can be
[00:27:11.985]as efficient as possible.
[00:27:14.174]We'll drive those transactions through eSHOP,
[00:27:17.081]but that may not always be the solution
[00:27:20.381]for what it is you need to buy.
[00:27:22.148]So, again, I point you to our decision tree,
[00:27:25.054]point you to the procurement team,
[00:27:27.961]and I point you to accounts payable, all of us,
[00:27:30.537]we're here to help you.
[00:27:32.271]And we want to make it the best experience possible
[00:27:35.200]for the university.
[00:27:36.183]Anything else anybody wants to add on that?
[00:27:39.780]'Cause I know different campuses have different methods too,
[00:27:42.396]I know.
[00:27:43.575]Well, once that decision's
[00:27:44.778]been agreed to by everyone
[00:27:47.884]you would just simply create
[00:27:49.737]a new purchase order in eSHOP
[00:27:52.044]and submit a change request in eSHOP
[00:27:54.148]to close the old SAP purchase order.
[00:27:57.278]Yep, that's another statement.
[00:28:00.330]And I would just echo what Maggie says,
[00:28:02.600]if you're kind of questioning which avenue to use,
[00:28:05.795]maybe the purchasing decision trees,
[00:28:08.113]still a little murky with what you're
[00:28:09.955]trying to procure, good door services,
[00:28:12.297]just reach out to us and we'll be able to kinda
[00:28:14.897]help you find if your suppliers and eSHOP
[00:28:17.554]or SAP and maybe what the best route of
[00:28:20.387]entering your order would be.
[00:28:23.240]Yup, I think we have another question.
[00:28:26.994]We do, this is from Jenny.
[00:28:31.349]So, does it depend on whether the PO
[00:28:33.554]is for good or service or an entity, or individual?
[00:28:40.205]It might, Jenny.
[00:28:43.032]I know that I've had conversations with accounts payable.
[00:28:47.642]I believe that their preference
[00:28:50.350]is that service purchases are done through SAP.
[00:28:55.335]I think that this is a topic
[00:28:57.373]that rather than address on today's call,
[00:29:01.622]and say it's perfectly black and white,
[00:29:03.892]I think there are some services
[00:29:06.383]that can and are capable of being purchased through eSHOP,
[00:29:10.469]but I'm not able to list them out right now.
[00:29:14.285]But Jenny, I appreciate your question
[00:29:16.230]and I really think that's a good topic for us
[00:29:18.970]to take and come back to y'all,
[00:29:20.988]maybe at the end of our next PED Talk, we can do a little,
[00:29:25.184]hey, follow up from our PO PED Talk last month.
[00:29:29.827]We have a few answers for you
[00:29:30.660]from discussions with the RAP team.
[00:29:34.332]How does that sound Jenny?
[00:29:35.402]Do you think that'll help you?
[00:29:37.926]I'm looking at the chat box open for an answer from you.
[00:29:42.435]Good, thank you, and I appreciate it,
[00:29:44.683]it'll give us a chance maybe
[00:29:46.031]to help broaden this topic for everyone.
[00:29:49.680]Again, our goal is to be as efficient as
[00:29:51.680]possible to maximize everybody's time.
[00:29:53.851]We know not all, not all of our systems,
[00:29:57.705]work together in the kind of synchronicity
[00:29:59.800]that we'd all like to see, but our goal
[00:30:02.649]procurement and accounting is to do that.
[00:30:05.991]So, I know that we're all on the same page
[00:30:08.303]as far as it's achieving efficiencies
[00:30:10.297]and that to me means the most and we want
[00:30:13.730]our stakeholders, everybody out there who needs to buy,
[00:30:16.976]to have the easiest experience possible,
[00:30:19.450]to get the job done, okay?
[00:30:22.618]Thanks for your great questions.
[00:30:23.548]Those are wonderful.
[00:30:24.915]I really appreciate it.
[00:30:26.600]And just so everyone knows,
[00:30:27.980]I'm making notes of the questions that we have.
[00:30:29.918]So, after this PED Talk and down the road,
[00:30:32.960]we can address some of these questions that may need
[00:30:35.252]a little bit of clarification and we can bring
[00:30:37.607]back to the group.
[00:30:38.570]Thanks Sydney, that's great.
[00:30:42.197]Okay, one more comment.
[00:30:44.993]I'm looking to see there's one more comment.
[00:30:49.610]Okay, I see your question or your comment, Jenny,
[00:30:52.276]and I appreciate that and I think
[00:30:53.306]that goes to the topic in general.
[00:30:55.384]So, we hope we can do the best we can to clarify
[00:30:58.254]this point at another date,
[00:30:59.087]beyond what we were able to do today.
[00:31:02.560]It's a great question.
[00:31:04.077]Thank you.
[00:31:07.024]All right, well let me highlight
[00:31:10.056]some of the important benefits that PO brings to the table.
[00:31:14.500]So, as Maggie just discussed, it's going to streamline
[00:31:16.911]the flow of the requests to payment process
[00:31:19.377]and it's to streamline most things electronically,
[00:31:22.934]the requisitions entered,
[00:31:25.301]the PO is submitted through the Jagger Iisha platform.
[00:31:29.610]Invoices hopefully should be coming in an electronic form.
[00:31:33.419]Everything streamlined, that procure to pay process.
[00:31:37.943]It also provides a great audit trail for related records.
[00:31:41.530]So, any contracts, any invoices,
[00:31:44.059]any documents related to that purchase order
[00:31:46.573]should be attached somewhere to that PO.
[00:31:50.480]So, each using each app is a great example.
[00:31:52.867]For uniform guidance,
[00:31:54.152]if you have comparable quotes,
[00:31:55.718]you can attach those internally.
[00:31:57.997]Boom, requirement met.
[00:32:02.271]If you issue a PO for contracts,
[00:32:05.524]your contract can be attached internally,
[00:32:07.970]and so it can be easily access with that PO, which is great,
[00:32:11.370]and then as those invoices slide into that PO,
[00:32:13.750]you have all the documents accessible
[00:32:15.995]that fall under that PO.
[00:32:19.051]Also organizes and simplifies the buying process.
[00:32:22.545]So, it kind of is the in conjunction
[00:32:25.848]with streamline the flow of requests to payment,
[00:32:29.030]it's going to streamline your order processes,
[00:32:32.176]it's gonna save you time,
[00:32:33.528]hit the buttons, enter it, it's gonna check all the boxes.
[00:32:37.360]You can also tell where something is
[00:32:38.402]in the process of routing and completion.
[00:32:40.645]Absolutely.
[00:32:41.820]And I think Mary and Martha will talk about this later.
[00:32:44.440]So, you'll be able to track your requisition to PO workflow
[00:32:48.396]and you can also track the PO to invoice
[00:32:51.147]workflow as well through Iisha,
[00:32:53.240]which is a great tool to use if you're having issues,
[00:32:55.123]you need to rush an order through,
[00:32:57.010]or if you have a question where it's stuck,
[00:32:58.667]it's a great tool to use to figure out
[00:33:00.341]where you are in that process.
[00:33:02.100]And by the way, I love the technology,
[00:33:03.958]but I'm also going to sing praises of any PO, okay?
[00:33:07.300]Regardless of the system
[00:33:08.650]that purchase orders entered in,
[00:33:10.540]these benefits are there.
[00:33:12.885]Our ERP system, SAP doesn't necessarily provide
[00:33:16.814]a as transparent of view of a routing,
[00:33:19.754]but the end of the day purchase order
[00:33:21.252]does all of these things that Sydney's talking about
[00:33:25.788]on this slide is there.
[00:33:28.796]It accounts for what we need to spend to purchase something.
[00:33:34.211]And it's that record that also empowers
[00:33:38.007]the organization to do a better job of planning,
[00:33:41.433]managing, spending, understanding who we buy
[00:33:44.390]things from, and coming back and looking
[00:33:47.807]at opportunities to leverage contracts.
[00:33:49.844]I took the right-hand side,
[00:33:50.925]I'll let you deal with the left-hand side.
[00:33:53.010]That'll work.
[00:33:54.050]Well, since Maggie nailed the right hand side,
[00:33:57.015]so I'm gonna skip around a little bit.
[00:33:59.167]So, saving time and locating related documents,
[00:34:01.575]just like I said,
[00:34:02.568]it kind of thing conjunction with that audit trail.
[00:34:05.297]So, all your documents are going to be at one place
[00:34:07.243]against that PO contract, quote,
[00:34:10.230]sole sources, invoices, anything related,
[00:34:13.736]that PO should be right there and easily accessible.
[00:34:18.466]It's gonna eliminate errors and clarify requirements.
[00:34:21.530]So, as I discussed before, it's going to have
[00:34:22.881]all the pertinent information that should
[00:34:24.622]be submitted under PO, your shipped to, your quote number,
[00:34:27.615]it should be the accurate information
[00:34:29.714]that's being transmitted to the supplier,
[00:34:32.010]so they know exactly how to invoice
[00:34:34.508]and do business with us.
[00:34:37.250]Yeah, oh, just a side note on invoices,
[00:34:39.867]what Sydney just said.
[00:34:41.976]So, if a supplier doesn't invoice
[00:34:44.182]us correctly and the PO says one thing
[00:34:49.368]and the invoice says something else,
[00:34:52.760]that is not a valid invoice.
[00:34:55.404]I'm just going on record to tell everyone
[00:34:57.474]that I have heard, tell, or seen situations
[00:35:01.206]where we, you know,
[00:35:04.530]I just wanna make sure that people,
[00:35:06.070]that the audience understands that it's not valid.
[00:35:09.177]And the reason I think it's very important not to accept it,
[00:35:15.380]is because the clock started ticking
[00:35:18.046]when the supplier sent you the invoice on the terms
[00:35:21.434]of pain that supplier,
[00:35:23.720]and there are payment terms and I don't like being,
[00:35:27.870]and no one likes being behind on getting
[00:35:30.543]an invoice paid on time.
[00:35:33.100]And the bottom line
[00:35:34.053]is the legal terminology uniform commercial code
[00:35:39.279]would say that the clock starts when you get
[00:35:42.327]an accurate invoice.
[00:35:44.403]So, an accurate invoice means
[00:35:46.310]that it would have the purchase order number on it,
[00:35:49.024]it would have the proper billable items listed on it.
[00:35:53.310]It's not a packing list.
[00:35:54.659]It is an invoice.
[00:35:56.143]So, that's a legal document.
[00:35:57.901]Like our purchase order is,
[00:35:59.385]and there's things we talk about
[00:36:01.571]a little bit later about matching.
[00:36:03.704]You know, even if it's a partial invoice,
[00:36:06.593]it's got to be accurate and talk about,
[00:36:08.991]you know, it's gotta be the same supplier,
[00:36:11.452]it's gotta be the same PO and those types
[00:36:14.729]of things need to check off.
[00:36:17.010]Otherwise I don't want the clock ticking and putting
[00:36:19.862]our accounts payable department in a rush to pay
[00:36:22.295]something that isn't accurate.
[00:36:24.349]So, you know, we want quality information
[00:36:27.865]going through our systems to our AP department
[00:36:30.592]to pay because they've got a lot of work on their shoulders,
[00:36:33.330]and we want to make sure we provide
[00:36:34.720]the most efficient information possible.
[00:36:37.126]In purchase orders,
[00:36:38.563]help hold our suppliers accountable
[00:36:41.772]for what we receive and what we should be paying.
[00:36:46.206]We do have a couple questions if we don't mind,
[00:36:50.350]I'd like to wrap up this slide cause I think
[00:36:52.722]we'll be segueing into the next section.
[00:36:56.661]The last point we didn't hit on here was provide
[00:36:59.335]legal protection, mitigate risks.
[00:37:01.622]And I know I discussed this earlier as we submit
[00:37:04.009]these POs to our suppliers,
[00:37:06.518]our university's standard terms and conditions are submitted
[00:37:09.652]along with that PO.
[00:37:12.059]Once they accept our PO, they're bound by those
[00:37:16.812]terms and conditions unless it's a contract
[00:37:19.088]outside of that purchase order.
[00:37:21.373]And something I thought of while we started this
[00:37:23.802]presentation was an example I had from when
[00:37:26.930]I just came onto campus, I had an end-user
[00:37:30.469]that was trying to purchase a pretty five-figure piece
[00:37:36.468]of equipment and we worked tirelessly
[00:37:39.307]with the supplier to try to make it functional,
[00:37:42.709]make it work.
[00:37:44.150]They sent out texts and reps and we tried to make the system
[00:37:48.363]work for our end-user,
[00:37:49.756]and in the end it wasn't functional.
[00:37:51.694]So, because our university standard terms and conditions
[00:37:56.392]were submitted with that PO and they accepted,
[00:37:58.984]we were able to refuse the system
[00:37:59.817]and not pay for that system based on that coverage.
[00:38:07.611]We were able to protect ourselves and not have to pay
[00:38:11.158]for a system that was nonfunctional
[00:38:13.596]and would not be a mission critical purchase.
[00:38:16.570]That's really important, Sydney.
[00:38:18.780]And on the rare, I hate to say it, the rare chance
[00:38:21.953]we like to believe everybody is out there to do good.
[00:38:24.965]Some, once in a great while suppliers don't.
[00:38:28.104]So, having those rules and those guide terms and conditions
[00:38:31.525]in place really helps protect you, the campus,
[00:38:35.215]our stakeholder, everyone in that order chain
[00:38:38.812]from, you know, potential fraud.
[00:38:41.323]So, I like that, Sydney, good example.
[00:38:43.999]The supplier did do everything they could
[00:38:46.203]at the end of the day, it just didn't work out.
[00:38:48.840]And because we have those (murmurs) in place,
[00:38:51.023]our end-user was able to cut ties and move forward without
[00:38:56.298]having to deal with it.
[00:38:58.410]That is a really great example I think of that protection.
[00:39:02.130]So, I know you said
[00:39:02.963]there were a couple of questions
[00:39:04.100]that I'm looking and I'm seeing a couple,
[00:39:05.980]I'm going to take them in a separate order
[00:39:07.219]so I hope no one sent it.
[00:39:09.501]Don, hey there house out there in Carney land.
[00:39:13.220]I hope you're doing well.
[00:39:14.053]You're asking a question about what about account numbers?
[00:39:17.620]What if we don't know the account number?
[00:39:19.631]So, I assume you mean the account number
[00:39:22.936]that the university has with that particular supplier,
[00:39:26.995]if that is the information you're asking about.
[00:39:30.447]Normally, if they're a supplier in our system, Don,
[00:39:37.073]and I might take this up with you as a followup,
[00:39:40.168]but I'm going to answer it in the context that I just said.
[00:39:44.372]Don't know what it will be taken out from.
[00:39:46.725]Oh, okay, so you're talking about funding.
[00:39:49.003]All right, so the funding of the purchase, that's different.
[00:39:55.039]If you don't know how the purchase will be funded,
[00:39:57.983]someone in your business office
[00:39:59.736]will have to make sure that they provide you
[00:40:02.876]with the appropriate account number
[00:40:05.525]to be associated with that purchase.
[00:40:07.819]So, and if you don't know it yet,
[00:40:10.048]well let's just put it this way,
[00:40:12.386]the PO is going to require something.
[00:40:14.401]It is going to require whether
[00:40:16.850]it's split between multiple funds,
[00:40:19.278]cost objects, or I'm sorry not a cost object.
[00:40:22.019]I'm sorry, fund centers.
[00:40:24.016]Am I saying that correctly, Mary?
[00:40:25.906]Money. Money.
[00:40:27.710]Okay. (people laughing)
[00:40:30.400]Thank you.
[00:40:31.622]Because we've used different terms
[00:40:33.250]in my various organizations, but here,
[00:40:35.499]that's been the term I'm accustomed to.
[00:40:37.551]So, it is something you do need to know
[00:40:39.628]when you're issuing an order.
[00:40:41.316]And candidly, even when it comes down to a,
[00:40:45.270]I think that you might be able to cut a PO without it,
[00:40:48.113]but you won't be able to process the payment.
[00:40:50.990]So, at the end of the day, it could be something
[00:40:53.650]that can be added later.
[00:40:55.014]But, you know, I might have to,
[00:40:57.758]I think I'm going to have to take that as a question.
[00:41:00.060]for the very first stop
[00:41:01.670]is a funding sources for (murmurs).
[00:41:03.580]So, you really do have a requisition
[00:41:05.428]without a fund in there.
[00:41:06.579]But that's an eSHOP, right?
[00:41:08.600]That is in eSHOP. Okay.
[00:41:10.290]And I might need to check with our experts in SAP
[00:41:13.055]to answer that question both ways.
[00:41:15.462]Don, do you mind if I take that as a followup for you?
[00:41:20.974]I'm going to look for an answer.
[00:41:22.913]So, really ultimately only your business office,
[00:41:26.396]your department can decide where those funds
[00:41:28.738]are coming from.
[00:41:30.022]That's true, true statement.
[00:41:33.172]But I can tell you this much,
[00:41:35.280]that we look for those in procurement.
[00:41:38.660]So, you'd probably get a phone call and get asked,
[00:41:41.136]"What are you trying to buy here without fund approval?"
[00:41:44.996]And, you know, that sometimes
[00:41:46.541]you're in that initial stages of a project
[00:41:49.631]where you don't know yet where the funds
[00:41:51.975]are going to come from and that is an important
[00:41:54.528]decision to be determined.
[00:41:56.182]So, I'm happy to get back with you.
[00:41:57.886]We'll let you know.
[00:41:59.070]Thanks Don, that's a good question.
[00:42:01.412]Someone else asked,
[00:42:02.245]"Will you be clarifying PO versus framework use?"
[00:42:06.619]Yes, I will in a couple of, I think it's the next slide.
[00:42:10.480]So, hang tight,
[00:42:11.313]we'll be talking about that in a couple of minutes.
[00:42:13.826]We did receive another question.
[00:42:16.367]"How do you know if the vendor accepts the PO?"
[00:42:18.697]"Do they sign and return a document
[00:42:20.446]"to and you or the university?"
[00:42:22.980]So, that is an excellent question.
[00:42:25.481]So, if everyone's all right with it,
[00:42:28.280]I think we still have 20 minutes or 18 minutes on the call.
[00:42:32.229]So, I am going to take another minute to explain.
[00:42:36.570]So, the electronic transmittal of orders
[00:42:39.923]through eSHOP is one of the advantages
[00:42:43.258]that when we talk about the,
[00:42:46.171]if you see me drawing a circle and that's the procure
[00:42:50.430]to pay process in the air,
[00:42:52.043]that's the advantage of using
[00:42:54.470]the electronic purchasing system, okay?
[00:42:57.236]Outside of that, no, you don't know
[00:42:59.864]if they've accepted the purchase order.
[00:43:03.220]Code implies that it, I'm sorry.
[00:43:06.910]I want to make sure I'm not missing something.
[00:43:10.040]The process of a PO to a supplier,
[00:43:12.339]them turning around and saying they got it.
[00:43:15.158]Depending on the nature of the purchase,
[00:43:17.551]especially if it's a complex piece of equipment,
[00:43:20.556]sometimes we do receive PO acknowledgements.
[00:43:24.020]But I will say that you're running
[00:43:27.141]the same risk when you just buy something
[00:43:29.419]with a handshake or a phone call.
[00:43:32.245]So, the obligation is now put in the hands of the supplier
[00:43:37.127]to tell you that they acknowledged the order,
[00:43:40.115]best practice would be to outside and an
[00:43:43.520]electronic purchase order management system
[00:43:45.970]where their receipt of the PO and the system
[00:43:49.304]does acknowledge the order that,
[00:43:53.530]that is part of the e-procurement process,
[00:43:56.436]it's standard e-commerce.
[00:43:59.316]Outside of that,
[00:44:01.114]it is a good practice to call that supplier
[00:44:03.850]or ask them to acknowledge with an email
[00:44:06.360]or many suppliers do have a standard
[00:44:08.925]acknowledgement that they will send back to the buyer.
[00:44:12.933]They may send it to the,
[00:44:14.685]whether it was a purchasing buyer,
[00:44:17.396]or our department or, you know, your offices,
[00:44:21.218]depending on who they've been communicating with.
[00:44:23.717]You know, it just varies on the situation.
[00:44:26.371]But I think it's a very good practice
[00:44:28.508]to get into is to follow up with
[00:44:30.458]that supplier to make sure that they received it.
[00:44:32.941]Again, that is one of the benefits
[00:44:35.424]of an electronic procurement system.
[00:44:37.991]You do have the acceptance piece
[00:44:40.667]that upon their receipt and then shipment
[00:44:44.295]subsequently you do have an acceptance
[00:44:46.834]formed in the system that their system
[00:44:50.267]received that order, and they acknowledge it, therein.
[00:44:54.406]So, it's a complex question.
[00:44:58.051]It's a very good question.
[00:45:00.031]And normally they do not sign and return anything
[00:45:04.215]except and thank you for telling me where that came from.
[00:45:07.918]Ithaca, I'm happy to have more discussions with you all
[00:45:10.748]about it and anyone else that's interested.
[00:45:14.464]Purchase orders are great and they do
[00:45:17.290]provide a good exchange of legal terms between the parties.
[00:45:22.201]So, did you get the note by the way, Sydney,
[00:45:24.344]before I go to the next supplier
[00:45:25.581]that we're going to get back to Don?
[00:45:27.325]Yeah. Okay.
[00:45:28.158]Yes, he confirmed that was okay
[00:45:29.658]and I made a note of that.
[00:45:31.001]Thank you.
[00:45:32.004]All right, moving on to the next question
[00:45:35.860]that we had, I promised an answer to.
[00:45:40.800]Let's talk about purchase order types.
[00:45:43.240]So, depending on the system you're working in
[00:45:46.324]there's actually, I worked in companies
[00:45:48.469]prior to university that had 15 purchase order types.
[00:45:53.340]Here at the university,
[00:45:54.173]I'm just going to talk about too, what we use.
[00:45:58.248]Systems can generate certain rules around themselves
[00:46:02.086]that govern certain activities against an order.
[00:46:05.124]But basically we operate,
[00:46:07.695]we basically have a regular purchase order or a framework.
[00:46:12.263]So, this question has come up
[00:46:14.086]several times in various areas.
[00:46:16.584]Some of you may have heard the word blankets.
[00:46:19.081]Some people may have heard we don't do those.
[00:46:25.137]Let me just talk briefly about the difference
[00:46:27.358]between the two and then most of the POs
[00:46:29.712]that we've been talking about today,
[00:46:30.545]the general concept, are regular purchase orders,
[00:46:34.871]whether they're created from
[00:46:35.704]a catalog or a non catalog requisition,
[00:46:39.709]or created in a system to support
[00:46:41.780]a construction project or what have you.
[00:46:45.019]Oftentimes, you know,
[00:46:47.514]there's usually a quote and/or proposal
[00:46:50.678]and a variety of other related documents
[00:46:53.370]associated with that PO.
[00:46:54.859]It's a fixed purchase,
[00:46:57.132]it has an expected delivery date,
[00:47:00.688]or an anticipated project date,
[00:47:02.804]or an end date associated with it.
[00:47:05.600]And most commonly if that's well-defined,
[00:47:08.282]a regular purchase or does the job.
[00:47:11.920]A framework purchase order,
[00:47:12.753]which is we're trying to avoid the,
[00:47:15.254]I would say we're trying to update the concept
[00:47:17.864]of what is qualified to buy
[00:47:20.749]under what's classified as a framework.
[00:47:23.146]Some people are used to the word blanket.
[00:47:25.332]I don't want to say that the terms are interchangeable.
[00:47:28.186]I just want to say that they are of the same concept.
[00:47:31.966]What frameworks are not, is a blanket order to buy
[00:47:36.759]anything you want to for any period of time,
[00:47:39.819]against a supplier without asking,
[00:47:42.248]that's not what they are.
[00:47:44.213]They don't qualify for that.
[00:47:46.207]That basically breaks all policies and guidelines,
[00:47:49.581]and it really puts us at risk for breach
[00:47:51.932]of a lot of other requirements like, you know,
[00:47:55.082]uniform guidance, bid thresholds,
[00:47:57.647]just just a wide variety of other purchase,
[00:48:00.347]legitimate purchase requirements
[00:48:02.163]that board policy holds us to.
[00:48:04.456]And frankly, they're not good business practice.
[00:48:07.670]They might seem convenient,
[00:48:08.820]but I actually, they have a lot of risk.
[00:48:14.253]I compare it.
[00:48:15.378]So, here's the checkbook metaphor again.
[00:48:18.990]I compare it to just saying, okay, here's our household.
[00:48:22.421]Anybody in the family can go
[00:48:24.223]buy against this checkbook and we'll get
[00:48:26.654]together about every three to six weeks and balance.
[00:48:29.608]How often do you think you might be out, you know,
[00:48:32.722]under budget, over budget, whatever, you know,
[00:48:34.996]if you can't, the bottom line is you can't,
[00:48:37.178]can't necessarily control behaviors by just expecting
[00:48:41.860]those invoices to float in and get paid against
[00:48:44.447]a blanket purchase order.
[00:48:46.832]So, that's part of the reason we want
[00:48:49.197]to put more of a defined limits around a framework.
[00:48:52.818]So, what is acceptable?
[00:48:54.514]One good example that we're really seeing
[00:48:56.855]frameworks work very well for, are contracts.
[00:49:00.066]And this to us, this is a really good way
[00:49:03.231]for the life cycle of a contract,
[00:49:05.014]where you have the three or five year with multiple invoices
[00:49:08.762]that may, or some contracts get invoiced monthly,
[00:49:11.347]some get invoiced at certain certain milestones in contract,
[00:49:15.999]a variety of other scenarios.
[00:49:18.001]But the purpose of that is to give
[00:49:20.326]that accountability to a purchase order
[00:49:23.599]associated with the contract, which by the way,
[00:49:27.060]a lot of our contracts don't have a number.
[00:49:28.782]So, it's difficult to find out
[00:49:30.041]if we've been invoiced where it is.
[00:49:31.888]We can't find it in the system.
[00:49:34.309]I'll tell a little story.
[00:49:35.816]Shortly after I got to the university,
[00:49:37.661]three and a half years ago,
[00:49:39.108]I was handed some invoices
[00:49:41.369]for a couple of million dollars trying to figure out
[00:49:44.800]if they were duplicate or new.
[00:49:47.650]You couldn't find the invoice numbers in the system.
[00:49:50.707]So, someone thought they were new,
[00:49:52.778]that we hadn't paid them.
[00:49:54.465]And it probably took about four weeks of searching
[00:49:58.041]a variety of individuals and people figuring out
[00:50:00.468]that they actually indeed were new copies
[00:50:03.834]of previously paid invoices.
[00:50:06.354]So, luckily, we didn't pay them, but I will tell you,
[00:50:11.079]we spent a lot of hours,
[00:50:12.901]which is time of people and resources,
[00:50:16.163]good people on this call.
[00:50:18.179]Everybody else we don't always have chasing down something
[00:50:21.358]that Blair shouldn't have sent.
[00:50:23.744]And that's one of the challenges.
[00:50:26.621]Having a framework PO for contract and then having
[00:50:30.857]those invoices under that in the system are a good place.
[00:50:35.049]So, we all know where to look and we all can
[00:50:37.692]see that it's been done.
[00:50:38.850]And when Mary Jane's out of the office,
[00:50:40.267]or when Sydney's gone,
[00:50:41.579]Martha can go in and see and you know, the same is true.
[00:50:45.495]So, it's something that we think is better practice
[00:50:47.657]for those contracts.
[00:50:49.076]Another way we're thinking, we're working toward
[00:50:53.066]formalizing our, our concept on framework
[00:50:56.385]is some specified guidelines
[00:50:58.953]around well-defined scenarios that also meet
[00:51:02.462]these criteria that perhaps do not need
[00:51:05.027]what I would say a contract.
[00:51:06.769]But maybe perhaps there are situations.
[00:51:09.650]And so, we're trying to leave ourselves open
[00:51:12.470]to that discussion.
[00:51:13.303]So, if there's any questions anyone
[00:51:15.040]has following today's discussion or even now
[00:51:18.688]we'll do our best.
[00:51:19.947]I know we have a couple more slides,
[00:51:21.418]I'd like to now have time for,
[00:51:22.978]to talk about some best practices,
[00:51:25.082]but we'll be happy to take those at the end.
[00:51:29.332]I hope that explains the difference.
[00:51:32.561]'Cause I think the question was probably
[00:51:34.287]more pointed at do we even do frameworks,
[00:51:37.228]and if there are viable options,
[00:51:39.318]the answer is yes with conditions.
[00:51:41.738]Okay, moving right along.
[00:51:47.300]Okay, so, I think that's me.
[00:51:50.600]When you complete requisitions,
[00:51:54.560]so this slide is in relationship to eSHOP only.
[00:51:58.274]So, when you do complete a requisition,
[00:52:00.388]that just means you've added stuff to your cart
[00:52:02.592]and you've either submitted it to your
[00:52:04.550]requisitioner and somebody along the line
[00:52:07.962]clicks that submit button.
[00:52:10.077]The very first thing that happens is that funding source
[00:52:12.954]approver gets notified and they get to approve
[00:52:15.957]the spend on their budget
[00:52:19.715]or their bucket of money that says,
[00:52:21.619]okay, I am allowing this person to buy this item.
[00:52:24.610]There might be multiple approvers.
[00:52:26.812]Yes, If there's multiple approvers
[00:52:28.940]only on each cost center,
[00:52:31.411]only one of them needs to approve.
[00:52:33.880]But if you have multiple cost centers,
[00:52:35.107]they'll need to approve for each customer.
[00:52:37.221]So back then the slide where we talked about
[00:52:39.276]somebody wants to buy something,
[00:52:41.154]somebody who's reviewing it,
[00:52:42.974]then it goes right to the ones,
[00:52:45.245]to all of the approval steps are completed.
[00:52:47.810]It goes to the supplier.
[00:52:48.813]This all normally happens in a matter of,
[00:52:51.220]depending upon the approvers and the type of order
[00:52:56.573]it is and say Office Depot or whatever,
[00:52:58.945]either in a matter of minutes or hours,
[00:53:01.330]but typically within a short amount of time,
[00:53:03.670]that supplier has an official purchase order,
[00:53:07.253]a contract from the University of Nebraska
[00:53:09.772]that says this person was authorized
[00:53:11.910]to buy this and we promise to pay.
[00:53:16.003]That's pretty neat.
[00:53:19.162]We're pretty big on purchase orders here in procurement.
[00:53:25.589]So, nice, okay, next slide, right Maggie?
[00:53:31.330]Okay, let's just talk about a few more processes
[00:53:32.890]to tell us that whole cycle.
[00:53:35.723]Martha, I'm gonna let you onstage.
[00:53:39.467]Talking about change order management.
[00:53:41.921]This was something that I was pretty excited about.
[00:53:44.608]It wasn't without pain when we implemented it.
[00:53:48.096]And probably a few tears on my part,
[00:53:50.886]but we did implement a new process about the first
[00:53:55.045]January of 2017 and we now route all change
[00:54:02.353]order requests through eSHOP.
[00:54:05.342]The benefits of that,
[00:54:07.727]and I guess first I can tell you where it's located.
[00:54:11.128]It is located under Special Forms on that homepage of eSHOP.
[00:54:16.056]It's a form that you can fill out.
[00:54:19.538]It's pretty self-explanatory,
[00:54:21.895]but it does have instructions how to do that.
[00:54:25.650]The reason for that is if it provides
[00:54:28.977]a routing for proper approvals,
[00:54:31.784]if you needed to change that purchase order,
[00:54:34.552]increase the funds, it would then route for proper funding
[00:54:39.220]source approval.
[00:54:40.546]The other benefits of having it go to one place,
[00:54:44.278]multiple people have access to that folder.
[00:54:47.317]So, if I'm out one day,
[00:54:49.655]there are others that have access to that
[00:54:52.154]and can complete those changes for you in a timely manner.
[00:54:56.317]The other thing is that keeps documentation
[00:54:58.756]all in one place.
[00:55:00.489]And auditors I think loved that.
[00:55:02.619]So, that makes it--
[00:55:05.320]I think that's one
[00:55:06.252]of the most successful processes I've seen,
[00:55:08.580]because I remember shortly after I came on board,
[00:55:12.021]you were in the process of doing that
[00:55:14.137]and I remember the statistics, it was remarkable.
[00:55:17.280]The turn days--
[00:55:18.113]Yeah, turn around time
[00:55:19.331]is as much quicker this way.
[00:55:24.074]Then, you receive a notification when
[00:55:26.009]that change order is complete.
[00:55:27.967]It just keeps all of our documentation
[00:55:30.822]where it needs to be and--
[00:55:33.602]That sounds pretty nifty to me.
[00:55:37.290]I like that.
[00:55:38.290]Good, okay.
[00:55:40.374]Leads this to PO receipts and invoices.
[00:55:45.733]And I'm just going to talk a little bit
[00:55:47.216]about goods receipts.
[00:55:49.299]This is your acknowledgement that you've received
[00:55:51.707]those products and the reason they're required
[00:55:57.855]or when they're required is for all purchase orders
[00:56:00.792]that are over 5,000.
[00:56:02.952]They're required on all of our non catalog POs,
[00:56:06.688]no matter the dollar amount,
[00:56:07.521]and then all scientific catalog, POs.
[00:56:15.656](people murmuring)
[00:56:18.949]Yeah, so what will happen when you complete
[00:56:23.547]goods receipt for those types of orders,
[00:56:27.484]your PO is going to match your goods receipt
[00:56:30.326]and it should match the invoice
[00:56:32.688]that we received from the supplier.
[00:56:35.410]So, I liken it to you're trying to plug in a lamp
[00:56:40.165]and you have a three-pronged cord.
[00:56:43.566]You can't fit that three-pronged cord
[00:56:45.548]into a two-hole outlet.
[00:56:48.360]So, everything has to match up before you can
[00:56:50.677]plug it in and turn on the lights.
[00:56:52.781]So, all of those things, the PO, the receipt,
[00:56:55.870]and the invoice should match before the university
[00:56:58.327]can allow payment to the supplier.
[00:57:00.561]Now for all other purchase orders maybe enabled
[00:57:04.112]vendors or lower dollar amount suppliers
[00:57:08.133]that are enabled in our system,
[00:57:09.701]it's going to be a two-way match.
[00:57:11.543]So, very automated, but it,
[00:57:13.029]the system will not allow payments
[00:57:15.900]unless that invoice matches the PO.
[00:57:18.977]So, it's going to be a two-way match.
[00:57:20.500]So, think of it as a lamp with the two-pronged cord.
[00:57:23.946]You're still trying to get it into the wall,
[00:57:25.539]but you can't fit it in if it's, you know,
[00:57:27.990]maybe one of the holes are blocked or something like that,
[00:57:30.544]it won't turn on.
[00:57:31.787]So, again, the PO has to match the invoice before the
[00:57:35.225]system allows payments.
[00:57:37.068]So, it's a good checks and balances for the in the system.
[00:57:40.951]So, on the invoicing side of things,
[00:57:43.052]we want all of our invoices to go to AP.
[00:57:45.743]Those are, those are the group that specialize
[00:57:48.779]in processing and getting the payments
[00:57:51.172]completed for our POs.
[00:57:54.246]All the invoices are processed for payment against this PO.
[00:57:58.060]So, any invoice that is issued against
[00:58:01.623]the purchase order should have
[00:58:03.046]the PO with the correct information,
[00:58:05.084]the correct product information, pricing, et cetera,
[00:58:08.103]which leads into that last bullet point,
[00:58:09.945]that invoice should match the PO before payment occurs.
[00:58:12.812]We kind of covered that in the goods receipts.
[00:58:14.932]So, everything should match PO to invoice
[00:58:17.998]before we allow payment to the supplier
[00:58:20.996]on behalf of the university.
[00:58:22.485]And that's a lot of responsibility.
[00:58:24.257]So, again, ensuring those documented properly,
[00:58:27.208]and it's accurate.
[00:58:28.558]Back two few slides ago when we talked about
[00:58:30.745]if a supplier does not send in an accurate invoice,
[00:58:33.758]make the right people aware, make your buyer aware,
[00:58:37.152]let somebody know that it's not working
[00:58:40.348]or it's not correct, so that we can do anything
[00:58:43.188]we can to support our AP team in this process.
[00:58:47.481]I just want to say,
[00:58:48.907]well, we have just a minute left.
[00:58:50.218]I don't know how long we have left,
[00:58:51.657]but that the three-way match,
[00:58:55.251]it's on the quantity and the price,
[00:58:58.105]well, the batches are,
[00:59:00.051]but you do not need to wait until you get that notification
[00:59:03.799]from the system that there's been an invoice applied
[00:59:06.811]but it's missing your goods receipt.
[00:59:08.416]There's two separate processes.
[00:59:10.417]So, as soon as you have received your items,
[00:59:12.734]do your goods receipt, and that notification
[00:59:15.063]that comes after an invoice arrives will never come.
[00:59:18.671]So, once you've done your receipt, if, if it doesn't match,
[00:59:22.374]it's gonna stop in the system and allow you,
[00:59:24.962]somebody's going to contact you and say,
[00:59:26.927]"Hey, they invoice you for the wrong amount."
[00:59:28.537]So, don't worry about paying the wrong amount.
[00:59:31.103]Just get your goods receipt done as soon
[00:59:32.910]as possible so that those notifications
[00:59:35.477]don't just clog up your inbox.
[00:59:38.307]And I want to jump in on that same comment
[00:59:41.683]that Mary was trying to make.
[00:59:45.117]If you're invoices, doesn't match your PO
[00:59:49.183]for whatever reason, maybe it came in over price,
[00:59:52.224]you know, you submitted the pricing on a quote
[00:59:55.023]and came back at list price or they invoice you
[00:59:57.540]for a quantity of two When you only received one.
[01:00:00.667]Like Mary said,
[01:00:02.490]it will stop and you will be contacted
[01:00:03.323]as a hey, what did you receive?
[01:00:07.350]Or, the supplier will be contacted.
[01:00:10.114]That's what procurement is here to do.
[01:00:11.857]We're here to advocate and to help you resolve
[01:00:14.300]those issues so you aren't paying for goods
[01:00:16.098]or services that you are either overprice employees for
[01:00:21.623]over quantity inverse for,
[01:00:22.960]any mismatches, we will help you resolve it,
[01:00:25.173]it will get stuck in the system and we will know about that.
[01:00:32.070]So, there's a question regarding,
[01:00:33.957]oh, let's just start with under invoicing.
[01:00:37.368]So, you have placed the purchase order
[01:00:39.601]at a certain dollar amount
[01:00:40.434]and the invoice comes in less than.
[01:00:42.807]The purchase order, at least from Eshop side,
[01:00:46.946]will auto-close based on the quantity.
[01:00:49.599]So, if you have received a quantity
[01:00:51.427]and say you ordered something in $5 and you ordered
[01:00:54.261]three of them and they only invoiced you $4
[01:00:58.046]for those three, but you still got three,
[01:01:00.603]that line item will close itself.
[01:01:02.857]So, there's no change order needed to close that line
[01:01:05.815]in eSHOP anyway.
[01:01:09.876]If it is over invoice, there is a small threshold,
[01:01:13.125]I believe it's 20% or $100,
[01:01:14.922]whichever the lower number is,
[01:01:17.530]that it will automatically pay also.
[01:01:20.531]So, that's like we don't want
[01:01:21.460]to spend our good dollars on pennies.
[01:01:24.060]So, if it is slightly different,
[01:01:26.405]it will generally automatically pay.
[01:01:29.596]But if it's anything more than that,
[01:01:32.452]it's pretty low threshold,
[01:01:33.937]but if it's anything more than that,
[01:01:34.853]you will be contacted by someone in procurement
[01:01:37.338]when that three-way match stops because it says,
[01:01:39.389]hey, this piece, it doesn't match.
[01:01:42.229]And then I think, and thank you Mary.
[01:01:44.318]That was great.
[01:01:45.151]And there's additional parts of that question.
[01:01:47.508]Does the AP office have the authority
[01:01:49.121]to make that adjustment?
[01:01:51.123]Normally, under their responsible rules they will
[01:01:55.023]contact procurement if it's outside that threshold,
[01:01:58.057]if they see something.
[01:01:59.662]And again, we're talking about,
[01:02:00.495]it was great question Cybil and you're welcome.
[01:02:04.402]We just want to make sure
[01:02:05.434]if there's any other questions around that.
[01:02:07.817]I know it's limited time to answer these,
[01:02:10.058]but wow, what a great audience.
[01:02:12.285]Today we had a lot of great feedback.
[01:02:15.674]And I know we've had time,
[01:02:16.935]so if there are other questions,
[01:02:19.499]those of you that attend our PED Talks regularly,
[01:02:22.458]we thank you for being repeat listeners.
[01:02:25.294]If you're new to our PED Talk,
[01:02:27.071]we thank you for joining us
[01:02:28.523]and hope you'll come back next month.
[01:02:30.773]We do this every month.
[01:02:32.235]We like to get together and have a conversation
[01:02:34.348]about topics that are important to you.
[01:02:37.584]And, candidly, we don't profess to know everything.
[01:02:41.886]We do believe we're subject matter experts in procurement.
[01:02:45.969]So, we want to help take the mist new mystification
[01:02:48.649]out of the process to you,
[01:02:50.863]and help you do better buying for the university.
[01:02:55.791]So, any party shots team.
[01:02:58.815]Thanks everybody for joining us.
[01:03:01.147]We had a great group, a large group today,
[01:03:04.162]so like Maggie said, and hope to be back next month.
[01:03:08.380]Have a great day.
[01:03:09.714]Thanks Martha.
[01:03:10.922]Thanks Mary.
[01:03:11.957]Thanks Emily.
[01:03:12.846]Bye everyone, take care.

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PED Talks: September 2019

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