Coming Soon: ePR!

Yesterday, FBS announced our latest step toward our objective to eliminate paper-based processes…

We have been hard at work in conjunction with UIT developers to design and build a new application we will call “ePR,” as it is an online, electronic Payment Request system.

See the latest FBS News post for a deeper look at what’s to come.

Once we finalize ePR implementation strategies, Accounts Payable will publish a date after which paper forms will no longer be processed.

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UShop Outage – – – Updated – – –

The UShop issues observed yesterday have been resolved. We apologize for the inconvenience. Please contact us if you encounter any issues.

At 10:00am today, October 31, we received reports of problems accessing UShop, and have confirmed that UShop is currently unavailable. We have learned from SciQuest that this is a system-wide outage, affecting all users. We are in close contact with SciQuest and will provide more information as it is known.

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New Sessions Added! – UShop/Amazon Account Setup

Due to popular demand, more sessions have been added through November! Register for your set-up session today…

Learn More about the Amazon Punch-out Catalog, the set-up sessions, and why it’s important to the University that UShop users have access to the Amazon tile in the Marketplace. Nearly 300 users have already completed their Amazon account set-up!

Register Here for your Amazon Account Set-up

(NOTE: The sessions will be held in the Annex and in the Park Building. Users must be either a Shopper or a Requisitioner in UShop prior to set-up for Amazon access.)

You will leave the session ready to shop on Amazon through UShop!

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Attention PCard Users: Use UShop to order from catalog suppliers

UShop now has 17 Punch-out Catalogs!

We are excited about the new UShop Marketplace that has been designed to make purchasing at the University more streamlined. The UShop team has worked diligently to get these 17 specific catalog suppliers set up on the site to help expedite the ordering and payment processes. Efforts continue to add more catalog suppliers to UShop. Orders placed through our punch-out catalog suppliers include these benefits: efficient approvals via GFA, transparent workflow, electronic ordering and invoicing, shipping notifications, source documents directly viewable via Web Management Reports, and no need for subsequent reallocation or reconciliation of transactions.

In the past, it has been common for departments to use a Purchasing Card (PCard) when purchasing from these suppliers. Due to efficiencies when placing orders for these suppliers through UShop, it is required that you make those purchases on the UShop Marketplace via a catalog instead of using the PCard. For example, orders you currently place with WW Grainger, Staples, or Fisher Scientific, using your own account and your PCard, should now be placed via UShop. We will be monitoring PCard transactions for compliance.

An exception to this request could be situations when expedited shipping is requested as those orders may need to be placed directly with the suppliers so special shipping arrangements can be made. A PCard is appropriate in these circumstances if the transaction amount is within the transaction limit of the card. We recognize that you may have questions as your purchases are migrated from PCard to UShop, and we are here to support you and your department as you make this transition. Please contact Perry Hull of the UShop team via email, or call him at 801-587-6280, with any questions or concerns.

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New Sessions Added! – UShop/Amazon Account Setup

Over 200 Amazon users were added last week! Register for your set-up session today…

Learn More about the Amazon Punch-out Catalog, the set-up sessions, and why it’s important to the University that UShop users have access to the Amazon tile in the Marketplace.

Register Here for your Amazon Account Set-up

(NOTE: The sessions will be held in the Annex and in the Park Building. Users must be either a Shopper or a Requisitioner in UShop prior to set-up for Amazon access.)

You will leave the session ready to shop on Amazon through UShop!

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The wait is over! Amazon now in UShop!

The UShop team has worked diligently to offer the Amazon punch out catalog as part of the UShop Marketplace, and we are excited to announce that it is finally available to authorized users.  This represents over $3 Million in annual University spend that will now be processed with greater efficiency!

Why can’t I see the Amazon Punch-out tile?

Your UShop account must be unique to ensure that no other Amazon account uses your University email address. In order to have access to the Amazon Punch-out tile, you must attend a brief Account Set-up session. We want your UShop Amazon Account set up correctly from the start!

The first sessions will be held Thursday, Oct 13 in the Annex, and Monday, October 17 in the Park Building.

Register Here for Amazon Set-up

(Only Shoppers, or Requisitioners can be authorized for additional Amazon use.)

What will I gain in the 45 minute session?

  • General information about the UShop Amazon Account
  • The opportunity for you to log in and set up your account
  • Clarification about how to keep distinct your personal and university Amazon accounts

What should I bring to the session?

  • You may bring your own laptop or use one of ours.
  • You will need to know the account email and password for any existing Amazon account(s) you have.

NOTE: You will leave the session ready to shop on Amazon through UShop!

Users are encouraged, whenever possible, to use the UShop Marketplace when placing Amazon orders for University use.  Once users gain access to the UShop Amazon tile, departments should discourage personal reimbursements for Amazon purchases.

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“Print & Carry” – UShop Replaces Limited Purchase Orders.

What did LPOs do before they were eliminated?

Limited Purchase Orders (LPOs) were paper-based forms previously used by the University for small-dollar, local purchases of goods or services that are immediately available. LPO purchases were limited to a maximum of $5,000 per transaction and were a convenient way to send someone in person to a place of business to pick up purchased items.

Since all unused LPOs were requested to be returned to Accounts Payable before the sunset date of October 1st , how are these transactions to be handled now?

  • Catalog or Non-Catalog Purchases: Many low-dollar purchases can simply be submitted through UShop on a regular PO using either a Punch-out Catalog or the non-Catalog Purchase Request Form.
  • PCard Meal Purchases: The PCard is an excellent method for making meal purchases at local restaurants, and most suppliers will accept it.
  • UShop Print & Carry PO (NEW!) – You are now able to use a Print & Carry PO Request with suppliers such as Costco or Smith’s Food & Drug Centers.  The Print & Carry form contains a growing list of local retailers who fully participate in the Print & Carry process. It also provides some basic instructions for both departments and retailers.

Learn more about this process: Print & Carry reference guide.

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TV Specialists: New Punch-Out Supplier

We are pleased to announce TV Specialists as the newest punch-out supplier in UShop.

AV Solutions available from TV Specialists

TV Specialists – a Utah-based supplier, founded in 1953 – is a sales and service organization specializing in professional and consumer television, communication, and entertainment systems and products. They are a state contracted supplier of AV Solutions.

TV Specialists is very excited to partner with the University of Utah with a punch-out catalog in our UShop Marketplace.  This relationship will allow TV Specialists users at the university easier access to products, a more streamlined ordering process, and preferential pricing and shipping.

Punch-Out Suppliers provide the most efficient procurement processes available to University departments.

NOTE: All orders for Punch-Out Suppliers should run through UShop, and should no longer  be ordered using a departmental PCard or Reimbursements.

More Punch-Out Suppliers are coming soon!

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Real Property Leases: Create and Renew with UShop

What is new?

The process for creating and renewing real property leases has been transformed from a paper-based process to a paperless process that is initiated through UShop.

Please read our quick reference guide on creating and renewing your real property lease(s), and if you have any questions please feel free to call the Purchasing office at 801-581-7241 or by sending an email to askme@purchasing.utah.edu.

How do I access this new lease process?

The Real Property Lease form can be accessed in the uPurchases section of the UShop Marketplace, see below.

How can I get access to UShop?

If you haven’t been introduced to UShop until now there are several ways you can get to know this new e-procurement system. To learn more you can visit the UShop website. All new users to UShop will be required to complete training. You may choose to either complete online tutorials or attend in-classroom training. You may find all of your training resources on the UShop Training Page. Users may also access  many UShop reference materials to learn more about maximizing the many benefits of the system.

Once you have completed training and your UShop role has been activated, you may log into UShop with your uNID and CIS password to create your requisitions online. If you have completed training and still have questions working in the system, we have additional training resources available to you. UShop Hands-on Help and Q&A sessions are held from 1:00-2:30 on Tuesdays in the Park Building and Wednesdays in the Annex Building. Click here to register for Hands-On Help and Q&A.

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UShop Reminder: Paper Requisitions are being replaced; Learn more about Returns and Non-Catalog Orders

We have published an online timer so our users know when the next big change will be implemented and can make sure they are ready to use UShop for their purchasing needs!

Beginning September 1, Purchasing will no longer accept Paper Requisitions.

LINK TO PAPER REQUISITION FORM

Throughout the next few weeks, we will be publishing tips to help you better prepare for the elimination of the Paper Requisition, and to help improve your UShop knowledge.

TIP: If you have training to complete, or want a UShop expert to visit your next staff meeting – we recommend taking care of these things prior to the beginning of Fall Semester so your department is prepared for the elimination of paper requisitions.  Other paper forms will be eliminated throughout Fall Semester – see the full list of dates.

You can reach us by calling our HELP DESK at 5-CALL, or by using our ASK US form.

Learn more about UShop returns: Review our new Quick Reference Guide available – Returning Items Purchased in UShop.

Interested in improving your Non-Catalog experience?: We have published an instructional video to help – review Speedy Non-Catalog Orders.

Users may find similar resources and guides on the UShop Traning & Reference Materials page.

 

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