PED Talks May 2020

Lydia Dexter Author

05/26/2020 Added

25 Plays

Description

This PED Talk covers the topic of receiving goods and requesting tax and credit forms, as well as preparing for the year-end.

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[00:00:02.470]Hi everyone, thank you for joining us
[00:00:04.470]for our May PED Talk.
[00:00:06.560]Hope everyone is staying safe.
[00:00:10.260]Today we're going to be going over receiving goods,
[00:00:13.220]requesting tax and credit forms, and preparing for year end.
[00:00:17.980]Our talk is gonna be run by Mary Metler today
[00:00:21.430]and Martha Young, who is our e-shop team
[00:00:24.130]over in procurement.
[00:00:25.910]We will be taking questions, you can go ahead
[00:00:28.580]and pop them in the chat
[00:00:29.500]and we will address those questions at the end.
[00:00:32.470]And two, make sure you can hear me,
[00:00:34.500]go ahead and pop a message in the chat,
[00:00:36.110]otherwise we will go ahead and get started.
[00:00:40.100]Thanks, Emily.
[00:00:42.243]This is Mary again.
[00:00:44.020]We're going through another PED Talk.
[00:00:47.220]I hope that you all have found things to be thankful for
[00:00:50.320]during this time.
[00:00:51.300]I am thankful for the few minutes of sunshine
[00:00:54.130]that we've had, that definitely helps
[00:00:58.130]when you're staying inside
[00:00:59.910]and not being around other people.
[00:01:03.990]So, I am thankful.
[00:01:06.210]I hope you're all getting fresh air, too,
[00:01:07.930]here and there as you can and taking a lot of breaks.
[00:01:11.660]So, I hope your days are productive and we will go on
[00:01:16.270]with the PED Talk.
[00:01:18.650]All right, so we're talking about year-end processes
[00:01:22.850]and how these things affect your year-end process.
[00:01:27.570]So, let me know, Emily, if this Powerpoint's not showing up.
[00:01:33.690]So, the first thing we're gonna talk about is this
[00:01:35.760]receiving process and how it relates to your year end
[00:01:39.290]and how it relates to your invoices.
[00:01:42.230]I know this will be repetitive for a lot of you,
[00:01:45.170]but it's always good to have repetition and some of you
[00:01:48.260]will be new to this process,
[00:01:49.420]so hopefully it will be informative.
[00:01:54.990]So, a quantity receipt or goods receipt or receiving goods
[00:01:58.990]when you're in a receiving mode, like if anybody's
[00:02:02.610]ever worked on a store when you open a package
[00:02:04.840]you have to go to the entry system or inventory system
[00:02:07.620]and say that you got the package.
[00:02:09.550]It's the same thing to do a goods receipt
[00:02:11.700]or a quantity receipt in eSHOP.
[00:02:14.586]So, it's basically indicating to the system
[00:02:17.270]that you have received what you ordered.
[00:02:20.610]So, it's not required on all orders,
[00:02:23.260]for example, Office Depot, it's not required.
[00:02:26.450]When you're using these big punch out vendors
[00:02:28.620]it's not required.
[00:02:30.200]It's more or less required when we don't really have
[00:02:33.500]a relationship with that supplier.
[00:02:35.740]So, every time that you've used a non-catalog order form
[00:02:39.610]or one of your shoppers has, that is when
[00:02:42.520]that goods receipt is going to be required.
[00:02:45.530]So, in the science catalogs they have that little blue
[00:02:49.170]sci cat icon on them, these are catalogs that are,
[00:02:56.030]it's a membership that we belong to that promotes
[00:02:59.700]a thousand different science catalogs, so we don't have
[00:03:01.860]relationships with all of them.
[00:03:04.300]So, the goods receipt will be required any time
[00:03:07.330]you use a science catalog.
[00:03:09.370]And then, any order over $5,000 no matter what the supplier
[00:03:15.120]is going to require a goods receipt.
[00:03:17.950]So, any time one of these three orders is placed
[00:03:21.360]you can expect that as soon as you receive the box
[00:03:24.910]or the service if that's what it is,
[00:03:27.580]go back into the purchase order.
[00:03:29.337]And the best person to do this is the shopper
[00:03:32.170]or the person who placed the order and received the package
[00:03:36.030]is to go back into the purchase order
[00:03:37.810]and do that goods receipt right away.
[00:03:40.780]What that does is it basically says, yes, I agree,
[00:03:44.530]I ordered this, I got this, and if an invoice comes in
[00:03:48.570]or when an invoice comes in as long as it matches,
[00:03:51.400]go ahead and pay it.
[00:03:53.330]So, when you do the goods receipt, you're creating
[00:03:59.230]one part of a three-step checks and balances process.
[00:04:03.590]What you ordered, what you received,
[00:04:05.567]and what your invoice matches
[00:04:07.670]and that's called a three-way match.
[00:04:10.690]So, what happens on the back end of that
[00:04:12.560]if their invoice comes in then and there's a price
[00:04:15.040]discrepancy and it's looking at both the price for each item
[00:04:20.530]and at the quantity.
[00:04:22.140]If there's a price discrepancy, that is a eSHOP catch
[00:04:26.280]that happens later in the process,
[00:04:28.710]so I wouldn't hold off on doing a goods receipt
[00:04:32.850]or a quantity receipt because you're worried
[00:04:36.020]about overpaying something because that catch will happen
[00:04:41.210]later in the process when a goods receipt is required.
[00:04:47.490]So, the important part here about any time of the year,
[00:04:51.160]but especially as we're coming up on year end
[00:04:54.540]is that the payments won't be released on an invoice
[00:04:58.540]until that receipt is done.
[00:05:02.580]So, doing the receipt as soon as you get the package,
[00:05:06.210]again, is a key.
[00:05:08.990]So, here's what happens when you haven't done the receipt
[00:05:12.780]and the invoice gets applied.
[00:05:15.920]So, when you have one of those three kinds of orders
[00:05:18.930]and an invoice is entered against it, you get a notification
[00:05:23.690]from eSHOP, which many people ignore 'cause you know
[00:05:27.210]we get a lot of notifications from eSHOP.
[00:05:30.060]You get that every day for seven days.
[00:05:33.360]And then after seven days if no action has been taken on it,
[00:05:37.820]then that goes into a special folder that is held
[00:05:41.130]for manual intervention.
[00:05:43.650]At that time, Martha Young or one of the buyers
[00:05:48.500]will have to physically reach out to you via email
[00:05:51.430]or a phone call and try to get you to do the goods receipt.
[00:05:55.490]So, the receiving of the goods is about getting
[00:05:59.853]that invoice cleared and it's not about having
[00:06:02.500]the whole purchase order at one time.
[00:06:05.190]If you've received partial,
[00:06:08.600]and we'll go through how to do that.
[00:06:10.330]If you receive part of the purchase order, we pay based on
[00:06:15.720]what's been shipped and what's been invoiced.
[00:06:17.810]Most suppliers will invoice based upon what they've shipped
[00:06:22.560]and so we wanna go ahead and release payment
[00:06:24.380]to that invoice.
[00:06:26.320]The state law says that we have a prompt payment act
[00:06:30.380]which says we need to pay an invoice within 45 days
[00:06:34.400]after it's been received and the goods and services
[00:06:37.540]have been received.
[00:06:39.460]So, that's kind of where that clock counts
[00:06:41.910]is from the supplier's date of invoice
[00:06:45.150]on their invoice itself.
[00:06:49.090]Do we have a question, Emily?
[00:06:54.710]They just said that we don't want to do that
[00:06:56.410]to Martha, she's the best.
[00:06:58.724]Oh! (laughs)
[00:07:00.150]I agree, she has been such a solid rock to me
[00:07:04.230]throughout this time of quarantine, so.
[00:07:08.860]Okay, so yeah, so right now when I was looking
[00:07:13.820]in the folder this morning, we have 128 invoices
[00:07:18.210]that are not gonna get paid until somebody
[00:07:20.460]does a goods receipt on them.
[00:07:22.140]Now I will tell you accounts payable can't do goods receipts
[00:07:25.430]and procurement can't do goods receipts.
[00:07:27.410]We don't have the button, we're restricted from that
[00:07:30.220]based upon our other rules that we have
[00:07:32.110]to be able to manipulate things behind the system.
[00:07:35.380]So, the only thing we can do is we have a force to match
[00:07:40.510]button and that kind of messes things up on the back end
[00:07:45.100]and once it gets to SAP sometimes,
[00:07:47.430]so that's the last resort.
[00:07:49.830]But if we can't get a department to respond
[00:07:52.510]or we can't get a department to do the goods receipt,
[00:07:56.120]we're bound by the state law
[00:07:57.610]and it's on that supplier's invoice date.
[00:08:00.090]So, if the supplier's invoice date is April 1st
[00:08:05.170]and it doesn't make it to accounts payable
[00:08:07.080]until April 25th, and accounts payable gets it entered
[00:08:11.330]in two or three days, that timeline is already
[00:08:15.330]way down the road for the supplier's invoice.
[00:08:17.730]So, getting the goods receipts done when you receive
[00:08:21.890]the package is important
[00:08:23.810]because what happens is then is as long as they all match
[00:08:27.100]it's gonna automatically pay.
[00:08:29.010]You're not getting that reminder to do a goods receipt
[00:08:33.720]or a reminder that you have an invoice that needs attention,
[00:08:38.300]you won't get it at all if the receipt's done
[00:08:42.290]and the invoice matches.
[00:08:44.140]So, it's two steps, I mean they're separate steps,
[00:08:47.210]they don't need to be done in conjunction with each other.
[00:08:51.050]So, that's the aim, that's the goal.
[00:08:53.730]To have the goods receipt done by the shopper or requester
[00:08:58.290]who opens (mumbles), who ordered the items,
[00:09:00.660]knows what they got, knows they're happy with it.
[00:09:03.860]Click in and do the goods receipt real quick
[00:09:05.860]and then later when the invoice gets printed
[00:09:07.760]as long as it matches it's gonna get paid
[00:09:10.360]whatever the supplier's terms are.
[00:09:13.470]So, all total, invoices that are already sitting
[00:09:17.690]in our folder, invoices that are out there waiting
[00:09:20.360]for a goods receipt today.
[00:09:24.200]There's about 214 just on our campus alone.
[00:09:28.060]So, about less than half of them are actually doing
[00:09:32.450]their goods receipts.
[00:09:34.230]The other half then require us to reach out
[00:09:38.380]and contact people and typically they've already gotten
[00:09:42.090]this notification for seven days, so typically
[00:09:45.610]it's a process to even get them to even respond.
[00:09:49.634]So, (mumbles) help that y'all can have
[00:09:51.930]is really important especially at this time of year.
[00:09:56.210]So, recently it came up that packing slips
[00:10:00.230]had been required, we did a little research,
[00:10:04.210]did a little homework and it was decided
[00:10:08.040]at the vice chancellor's level that let's just go ahead
[00:10:11.720]if it's not required, then let's not say it's required.
[00:10:15.640]So, an invoice is not required to do the goods receipt,
[00:10:19.270]but
[00:10:23.150]if you have an invoice, if you have a packing slip
[00:10:25.870]and you want to attach it.
[00:10:27.130]I'm sorry, not an invoice, back track, packing slip.
[00:10:31.060]People were waiting to receive the package,
[00:10:34.210]until they got the packing slip and the packing slip
[00:10:37.280]be attached to the receipt.
[00:10:39.610]The packing slip is not a requirement
[00:10:41.710]of doing the goods receipt.
[00:10:43.690]If you have the packing slip and you have it electronically,
[00:10:47.260]it's so easy to attach it, that's great, but I would not
[00:10:50.820]hold the receiving process up for the packing slip.
[00:10:57.140]So, that process of receiving your order
[00:11:00.670]is done through the purchase order.
[00:11:02.410]Remember the purchase order is what
[00:11:06.810]it's the final order, it's what the supplier received
[00:11:09.850]and it is what the invoice is going to look at
[00:11:12.010]to make sure that it's matched.
[00:11:13.690]So, you're going to the purchase order
[00:11:16.680]to do that goods receipt.
[00:11:19.730]There's three easy ways to get there.
[00:11:21.900]I always tell people to just click your iPad
[00:11:24.120]at the top of the screen and all of your orders
[00:11:27.730]that you've worked on the last 90 days
[00:11:29.340]are right there for you.
[00:11:31.540]If you've gotten any email that has an invoice number on it
[00:11:35.070]from that invoice page, that purchase order number
[00:11:38.760]is sitting on top of the item descriptions
[00:11:42.900]and you can just click on it and it'll go
[00:11:44.330]to the purchase order.
[00:11:46.270]And if you know the purchase order,
[00:11:48.180]always you can just type it up at the top of the screen.
[00:11:51.400]Many people get confused because the notification
[00:11:55.760]comes through the invoice process
[00:11:58.300]because that invoice is looking for all the pieces to match
[00:12:00.770]and they don't.
[00:12:02.340]And so, they try to go to the invoice and do the receipt
[00:12:06.050]and that's not where you do the receipt.
[00:12:08.140]It's at the PO.
[00:12:11.450]So, once you get into the PO
[00:12:15.570]you'll use the available actions
[00:12:18.110]to create a quantity receipt.
[00:12:21.530]There are a few random, limited I guess, people
[00:12:27.100]that don't have the quantity receipt
[00:12:28.900]besides accounts payable and procurement.
[00:12:32.625]And that is if you're only role in eSHOP
[00:12:37.770]is an approver, a funding source approver,
[00:12:41.350]you won't have the goods receipt.
[00:12:43.160]But if you are a funding source approver
[00:12:45.777]and you're going to be doing ordering and receiving,
[00:12:49.080]all you have to do is submit the SAP request
[00:12:51.770]to add either the shopper role or the requester role.
[00:12:56.901]The funding source approver role can have multiple roles.
[00:13:02.337]I bring it up because I actually get a lot of calls
[00:13:04.100]about it, that the approver does not have that action item.
[00:13:14.460]All right.
[00:13:16.400]So, we're gonna go through the most common situation
[00:13:19.250]and I have a little screen recording
[00:13:21.290]to go through it, as well.
[00:13:23.080]So, you (microphone cuts out) the box, everything is there
[00:13:25.670]as you expected it.
[00:13:28.200]You go into your PO, you get your available actions,
[00:13:31.530]you click on your create a quantity receipt,
[00:13:34.950]and you receive your items.
[00:13:37.400]It's really just that simple, it's four quick, little steps
[00:13:41.770]and so we'll go ahead and play those.
[00:13:45.260]So, clicking your icon at the top of the screen
[00:13:48.380]and recently completed purchase orders.
[00:13:51.450]You'll find the one you wanna receive, open it up,
[00:13:56.690]grab your create quantity receipt, click go,
[00:14:00.930]and the complete button.
[00:14:03.010]And that's really all there is to doing
[00:14:05.340]the receipt process in eSHOP, it's really that simple.
[00:14:11.380]If you have a packing slip, of course, you can take the time
[00:14:14.010]on that step, there's a place to upload
[00:14:16.210]your packing slip, as well.
[00:14:18.150]There's lots of fields that you can fill out,
[00:14:20.460]like the tracking number and all that stuff,
[00:14:22.740]but since they're not auto-populating
[00:14:26.140]they're not required.
[00:14:27.220]But it is required for you to indicate
[00:14:28.810]that you successfully received your order.
[00:14:34.179]Okay.
[00:14:37.630]The next thing we'll talk about is, of course,
[00:14:41.720]you don't always receive the right number of items right
[00:14:45.180]or the whole order at one time.
[00:14:47.460]They might be several days apart or ship a little bit now
[00:14:51.080]and a little bit later.
[00:14:53.190]So, creating a partial receipt is the same way,
[00:14:56.000]you go to your purchase order and do
[00:14:57.400]the create quantity receipt, but this time if you scroll
[00:15:01.300]to the bottom of the page, you'll see all the items
[00:15:03.990]that were ordered and the quantity that was ordered.
[00:15:08.670]So, this quantity field's always going to show
[00:15:11.070]the expected quantity, so if you've already
[00:15:13.776](microphone cuts out) a receipt prior and you just have,
[00:15:17.460]say you ordered 10 and you have five remaining items,
[00:15:20.650]it's going to show five because it's not expecting
[00:15:23.280]10 anymore, it's only expecting the five.
[00:15:26.810]So, if you had finished your entire order
[00:15:29.070]in the second shipment you could just go in
[00:15:31.430]and hit the complete button
[00:15:32.410]'cause it's all should be populating with the right numbers.
[00:15:37.610]So, the first thing that I would do if I was doing
[00:15:41.330]a partial receipt is to scroll down
[00:15:44.130]to the bottom of the page and find the items
[00:15:47.340]that didn't come in at all.
[00:15:48.960]And click the remove line button.
[00:15:51.630]I know a lot of people are afraid
[00:15:53.460]of this remove line button,
[00:15:55.327]but really it's just kind of tidying up your work space
[00:15:58.300]so you don't accidentally receive something
[00:16:00.350]or that you don't have to look at so many lines at one time.
[00:16:05.270]It's not touching the purchase order at all,
[00:16:07.180]it's just taking it off of this receipt process.
[00:16:11.670]So, the other thing is if you are receiving it,
[00:16:13.407]you'll wanna edit the quantity
[00:16:15.560]to what you actually received.
[00:16:17.140]In that example of I ordered 10 and got five,
[00:16:19.700]I would enter five there.
[00:16:22.690]And then to finish up that (microphone cuts out)
[00:16:24.260]receipt process, you hit the complete button.
[00:16:28.040]All right, so let's go through that, as well.
[00:16:32.860]So, a partial receipt again, you're gonna find
[00:16:34.980]your purchase order in the same way.
[00:16:38.440]Find the purchase order you wanna receive and receive it.
[00:16:44.360]And scrolling to the bottom.
[00:16:46.250]See I didn't get line two at all, so I'll go ahead
[00:16:48.290]and remove it.
[00:16:49.530]And I got only five on line one, so I'm entering that
[00:16:54.160]and the complete button.
[00:16:58.030]Then when I go back to the purchase order I can see
[00:17:00.160]that that line one was partially received
[00:17:03.010]and there's been nothing received on line two.
[00:17:06.430]On the receipt I can still see how many are due,
[00:17:09.460]how many have been received.
[00:17:11.050]And on line two, of course, nothing has been received yet.
[00:17:18.950]All right.
[00:17:20.380]I'll stop and pause for a minute.
[00:17:21.710]Does anybody have questions
[00:17:22.820]about the goods received process?
[00:17:26.502]There is one question, Mary.
[00:17:28.190]Since we are currently in a level four
[00:17:30.270]and not allowed on campus, we can't do a goods receipt
[00:17:33.070]if we haven't actually received them.
[00:17:35.000]What do you recommend?
[00:17:37.040]Yes, that has recently, Martha's been bringing
[00:17:39.750]that up this week.
[00:17:41.610]It's not something that we've talked about yet.
[00:17:45.240]I think I'm gonna have to bring that forward
[00:17:48.210]because if it weren't being close to year end,
[00:17:51.570]I would not have a problem with it,
[00:17:53.600]but I think I'm going to work with Jim Jackson's group
[00:17:57.630]and see if we can't do some sort of
[00:18:02.640]enablement there where they can do some receipts for us.
[00:18:07.480]So, I don't have an answer.
[00:18:09.230]When I get one I will share it.
[00:18:13.800]Thank you, that is all that's in there for now.
[00:18:16.290]Thanks.
[00:18:17.370]Okay, so next up we have a couple new forms
[00:18:20.870]that we just put on a couple weeks ago.
[00:18:25.250]When you're in the special forms section,
[00:18:27.892]I did move those groupings around
[00:18:29.750]on that eSHOP landing page, by the way,
[00:18:32.150]so I hope that you like them a little bit better
[00:18:34.700]having that Office Depot right at the top
[00:18:38.140]instead of all the science vendors.
[00:18:41.360]So, CPS Insurance, I don't know a lot about this,
[00:18:44.570]I wasn't part of developing it.
[00:18:47.100]It is from Huskertech, it is basically when you purchase
[00:18:52.350]a computer, they have an extended warranty that you can buy
[00:18:56.630]and it's based upon the cost of your computer
[00:19:00.350]and the time that you want the extended warranty.
[00:19:03.550]So, there's lots of options to choose from
[00:19:06.640]and then you'll get the warranty and I'm sure there's
[00:19:12.730]a quick reference guide for that if you wanna have
[00:19:15.240]more information about it, but so if you're looking
[00:19:17.650]at buying new computers, think about having
[00:19:20.340]this extended warranty through Huskertech.
[00:19:24.330]And we have opened up this credit reference
[00:19:28.480]and tax form request.
[00:19:30.670]So, we are now going to ask you if instead of sending
[00:19:35.260]an email to the eSHOP email, if you're requesting
[00:19:39.500]for a supplier who's asking for it,
[00:19:42.600]our university's W9 form or tax exempt forms
[00:19:46.810]or a credit reference for that supplier to open an account
[00:19:51.580]or whatever, use this form instead of sending it
[00:19:54.960]through eSHOP or through the email.
[00:19:58.790]So, it's pretty straightforward,
[00:20:00.980]it's just gonna streamline things for us.
[00:20:04.290]Those tend to kind of get lost in the shuffle sometimes,
[00:20:09.870]but I know Martha's super good about getting them back
[00:20:12.050]as soon as possible.
[00:20:13.960]We've been having a lot of online credit requests.
[00:20:21.344]We're still struggling with that method
[00:20:23.760]because we're not really authorized to sign documents
[00:20:26.150]on behalf of the Board of Regents like that.
[00:20:29.360]So, that is why we always say that the supplier
[00:20:33.740]should just take our letter of reference
[00:20:36.070]in lieu of filling out their credit application.
[00:20:41.200]So, even if they've sent an online form
[00:20:43.450]and asked you to fill it out, it asks you to first try
[00:20:48.080]to give our standard credit packet to them
[00:20:50.720]and see if that suffices because we are a state institution.
[00:20:56.610]The states (microphone cuts out) have credit ratings
[00:21:00.780]as a state and that's what we typically will use.
[00:21:04.780]So, the form kind of explains that, it gives you
[00:21:08.020]some verbiage to try to use with the supplier
[00:21:10.390]when they're asking for their own forms to be filled out.
[00:21:13.750]So, we'll give you a grace period,
[00:21:15.870]like the next 30 days or so.
[00:21:19.760]If they come in an email, we're still gonna process them
[00:21:21.930]that way, but over the next 30 days we'd like to transition
[00:21:25.260]all requests to go through this credit request form.
[00:21:30.720]All right.
[00:21:32.570]So, this is gonna be a short PED Talk today, I hope,
[00:21:34.730]because I know if you all are like me
[00:21:36.810]we're having a lot of meetings,
[00:21:38.150]so we'll try to get you in and out.
[00:21:42.220]So, preparing for the year end from a procurement standpoint
[00:21:45.540]what that means is we would like you to look
[00:21:49.290]at your commitment report and see if you have
[00:21:53.860]open purchase orders.
[00:21:56.630]You might not be surprised, I've been surprised
[00:22:00.410]of how many orders that are just old that are sitting
[00:22:03.840]out there and there are a number of reasons.
[00:22:07.610]The order never got fulfilled by the supplier,
[00:22:09.750]nobody ever canceled it in either system, eSHOP or SAP.
[00:22:15.510]The order got filled, but not all the way.
[00:22:17.500]There's a single item remaining
[00:22:19.800]that never is going to come up or there is
[00:22:23.990]a shipping line that never got used.
[00:22:26.250]And so, those orders just sit there open indefinitely
[00:22:29.710]until somebody does a change order for Martha or myself
[00:22:32.870]to close them.
[00:22:36.396]And another popular one is I placed a purchase order,
[00:22:39.620]but then paid for it with a P card or direct pay,
[00:22:43.570]so we really need those invoices.
[00:22:46.430]If you've created a purchase order, that invoice
[00:22:48.400]needs to get connected to the purchase order
[00:22:50.670]and not go through the direct pay system.
[00:22:54.270]So, those are some of the reasons why purchase orders
[00:22:57.270]just hang out there open.
[00:23:00.660]The pennies that sometimes you might see
[00:23:02.630]in your commitment report come from rounding errors
[00:23:06.550]when there's split cost centers and something between an SAP
[00:23:10.700]that doesn't quite close it up tight.
[00:23:14.400]So, your commitment report will kind of show you a list
[00:23:17.020]of open purchase orders, right?
[00:23:20.000]So, you have to think about 'em.
[00:23:21.160]Why are they open?
[00:23:21.993]How long are they open?
[00:23:23.150]I like to look at them, if the purchase order was created
[00:23:26.340]more than the 60 days ago,
[00:23:28.900]likely it should've come in by now, right?
[00:23:32.340]So, you might wanna look at those a little bit
[00:23:35.220]or talk to the requester about what needs to be done.
[00:23:38.850]In the new document search
[00:23:41.920]in eSHOP, I'm actually starting to really like it.
[00:23:45.090]So, if anybody wants to do a class just on that,
[00:23:48.933]I think I'm more prepared than we were a month ago
[00:23:51.630]when we saw it for the first time, just chat back
[00:23:54.930]and we'll do just a breakout someday on just the search,
[00:23:58.750]the document search.
[00:24:00.570]But looking at purchase orders that were created
[00:24:03.900]before 60 days ago, filtering either by your cost object
[00:24:08.260]or by the requester depending upon your role,
[00:24:12.840]and then what you're looking at is filtering
[00:24:16.800]to the AP status of open.
[00:24:18.770]And that filter's only found when you're using
[00:24:21.630]the purchase order search.
[00:24:24.550]So again, there's some little ins and outs
[00:24:27.190]and some really good strategic ways to use
[00:24:29.580]this new document search.
[00:24:32.480]So again, I'd be happy to do a breakout on that
[00:24:35.700]since I know a little bit more about it now.
[00:24:38.510]So, one thing that we find frequently
[00:24:41.710]and I'm sure accounts payable will contest to this
[00:24:44.740]is that we have gotten change orders,
[00:24:48.900]just close the PO, it's not gonna come in,
[00:24:51.120]it's been canceled or the item's not needed anymore
[00:24:55.210]so we closed the PO and then we get an invoice for it
[00:24:58.110]a month later.
[00:25:00.090]They can't apply an invoice to a closed purchase order
[00:25:06.556]and we've had a request to close the purchase order
[00:25:09.160]from the department who owns it saying that we don't want
[00:25:12.320]this purchase order open anymore.
[00:25:14.510]So, then there becomes this whole manual contacting of
[00:25:20.940]why do we have an invoice now.
[00:25:22.530]So, saying all that is to say before you submit
[00:25:26.390]a change order to close a purchase order,
[00:25:28.710]please be sure to make sure that the supplier
[00:25:31.610]also has that purchase order closed.
[00:25:34.270]We don't wanna close purchase orders
[00:25:35.810]where there's an outstanding invoice
[00:25:37.230]that's gonna come back later.
[00:25:40.630]So, that is super important.
[00:25:42.520]I ran through that super fast.
[00:25:45.460]Any questions?
[00:25:46.300]I believe that's, oh.
[00:25:48.150]No, that's not the end, sorry. (laughs)
[00:25:52.500]All right, so we're asking that you do
[00:25:54.070]this commitment review and get your change orders in
[00:25:58.190]by June 1st if at all possible.
[00:26:00.540]We tend to get so many of them, especially when you're
[00:26:07.244]closing out like a WBS or something
[00:26:11.100]that they kind of get to be a little overwhelming.
[00:26:14.850]So, in order to try to get them all done,
[00:26:18.000]we'd like you to try to get them in as early as possible,
[00:26:21.380]June 1st if possible.
[00:26:23.910]Please, please do not email the requests to eSHOP
[00:26:28.616]email address, please use the change order form
[00:26:31.810]and that'll help you out a little bit.
[00:26:33.850]We know that people who are doing these reviews
[00:26:37.240]often have many purchase orders that they're going to close,
[00:26:41.720]so if you have more than five go ahead and put them
[00:26:44.550]on a spreadsheet, make the spreadsheet a bit detailed,
[00:26:47.730]purchase order number, what it is that you're asking us
[00:26:52.210]to do, canceling line, closing line,
[00:26:57.710]maybe why and maybe the dollar amount.
[00:27:03.170]We're not being very particular about what it is,
[00:27:04.810]but make sure we understand what you're asking us to do.
[00:27:09.350]But attach the spreadsheet then to the change order request,
[00:27:13.750]but don't email it.
[00:27:16.400]So, I hope that helps you all.
[00:27:18.140]I know you can add multiple change orders
[00:27:20.670]to your shopping cart and then check out.
[00:27:23.520]You can do that method, as well, both of them
[00:27:27.700]are a little difficult to manage on the back end,
[00:27:31.100]but at this time of year, during year end,
[00:27:34.720]I think we'd rather have the spreadsheet
[00:27:36.340]then the multiple orders in your cart.
[00:27:41.220]So, either way we'll take it.
[00:27:43.130]Just we wanna clean up and clean house a little bit
[00:27:46.400]and make sure your commitments get removed properly.
[00:27:52.130]In saying that, getting them removed properly,
[00:27:55.040]you know you could do that commitment cleanup every month
[00:27:57.970]and so many of you already do.
[00:28:01.550]All right, so purchase orders, about purchase orders.
[00:28:05.120]If there's money to be spent, if there's things
[00:28:07.360]that need to be purchased prior to the year end,
[00:28:13.030]the buyers will take purchase orders up to 1 pm
[00:28:16.230]on the 30th.
[00:28:18.030]It does take them a bit of time to review
[00:28:21.470]and approve the requests.
[00:28:23.690]If the request is over $10,000, you're gonna need to have
[00:28:28.510]either the three quotes or the (mumbles) signed already
[00:28:35.250]before that happens because they can't approve a request
[00:28:38.710]if there's still information that needs to be done.
[00:28:43.250]And that being said, in order for it to qualify
[00:28:48.370]for this year's business, it needs to be received
[00:28:52.040]on or before June 30th.
[00:28:53.890]So, as soon as you can start looking at the funds
[00:28:56.250]that need to be expended yet this year
[00:28:58.770]and get those orders in, the earlier the better.
[00:29:02.790]And then don't forget to do that receipt process
[00:29:06.330]prior to the 30th.
[00:29:11.220]Okay, we are still online,
[00:29:14.090]we are using Microsoft Teams a lot, we love it.
[00:29:21.800]The chats are fantastic in it and screen sharing
[00:29:24.970]and I can even do a remote with you on your screen.
[00:29:29.160]But if you have any questions,
[00:29:30.690]here's our contact information.
[00:29:33.420]Feel free to reach out to us and we will get you directed
[00:29:36.400]to the right place.
[00:29:42.550]And that's it.
[00:29:43.450]Does anybody have any remaining questions?
[00:29:51.510]There is nothing as of now.
[00:29:55.810]Okay, all right.
[00:29:59.340]Again, if anybody's interested in doing a document search
[00:30:08.020]Zoom meeting, be happy to do that.
[00:30:12.590]The new search in eSHOP is really different,
[00:30:15.810]but I'm really finding some really good things about it
[00:30:19.800]so I'd be happy to do that if anyone's interested.
[00:30:24.050]Thanks all for attending today.
[00:30:26.930]I think we might have a little sun, but I don't know.
[00:30:30.970]I'd get (microphone cuts out) some fresh air at least.
[00:30:33.200]Thank you.

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PED Talks May 2020

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