New Supplier Enablement Tool within CIS

Posted January 27, 2016 in Accounts Payable, P2P, Purchasing, Supplier, UShop, UShop Tips.

The UShop Team is working hard to develop useful tools to partner with our current and future UShop users to address our supplier base.  Our objective is to increase the number of useful suppliers available in the Marketplace for both Non-Catalog shopping and NoPO submissions.  Future UShop development will also require a more robust supplier base.

This post describes one new path for our campus user-partners to help in this initiative…

New: Vendor & Voucher lookup (CIS web applications)

These applications have a new look and feel, and now display helpful supplier information with your search results.

This new functionality provides a quick way to identify which suppliers have been enabled in UShop, and allow users to initiate supplier enablement directly from the search results!

A button allows users to request an existing PeopleSoft vendor be enabled within UShop, there is also built in functionality to request a brand new supplier not currently found in Peoplesoft.  NOTE: Campus user-partners are most helpful when they provide the contact name and direct contact information for the suppliers they recommend for enablement.  The process outlined below will ask you for supplier contact information so we can reach suppliers directly for their full profile and data.

These screen shots will illustrate the process:

Web application enhancements are found when user selects Vendor Search from CIS:

Vendor Search application now updated with a fresh, improved user interface and new buttons for UShop enablement functionality.  A typical Vendor Search experience is demonstrated with these screen shots:

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Announcing… The Return of UShop Training!

Posted January 26, 2016 in P2P, UShop.

Over the past several weeks we have reorganized and updated the structure of UShop training. The majority of it will now be available online, but some will still require in-person training – which is now significantly shorter.

Shopper Training – now Online

As a Shopper, whether you will simply decide what goods and services to buy, or will also add shipping or accounting information to your order, your training is now online!

  1. Watch the required Shopper Training videos.
  2. Submit a Shopper Role Activation Request.
  3. When you receive your activation notification, proceed to order goods and services in UShop!

Requisitioner Training – now shorter!

  1. Watch the required Shopper Training videos. You are also encouraged to view the Introduction Video to gain a broader understanding of UShop.
  2.  Submit a Shopper Role Activation Request.
  3. Register for a 1.5 hour In-Person Requisitioner Training.
  4. Your Requisitioner role will be activated after you attend the in-person Requisitioner Training.

NOTE: Shopper training will NOT be covered in our in-person training.  Before your in-person training, get into UShop and practice shopping. Doing this, you will be better prepared to ask questions pertinent to your own department. You will also be better able to assimilate the additional information you will receive.

Approver Training

  1. View this Approver Training video to get up to speed on your role as an Approver.
  2. While you are very welcome to view the Online Shopper Training videos or attend the In-Person Requisitioner Training, these are not required for an Approver.
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Improved: Non-Catalog Form

Posted January 14, 2016 in P2P, UShop, UShop Enhancements.

We’re excited to present significant improvements to the Non-Catalog form in UShop!

We have added the following features to ease use and save U time:

  • Less scrolling – More efficient layout for fast and easy entry;
  • Simplified instructions;
  • Direct link to the Vendor Search web app so you can find PeopleSoft vendors you already use;
  • Users are now able to choose an approval  stop in Purchasing, if needed.

Coming Soon: a Vendor Search web app will allow users to not only find an existing PeopleSoft vendor, but then conveniently,  from the same screen, request that the vendor be added as a UShop supplier!

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“Declining Balance PO” – New Default for Non-Catalog Orders

Posted January 6, 2016 in P2P, Purchasing, UShop, UShop Enhancements.

Introducing Declining Balance PO in UShop!

Prior to UShop, paper requisitions generated “cost-based” Purchase Orders (POs).

Cost-based, or “Declining Balance POs” are used to approve a specified dollar amount for purchase – against which the supplier can invoice one or more times.  This type of PO is helpful when paying for services like monthly maintenance, recurring deliveries or equipment that is delivered and billed in more than one piece.

Now all UShop POs for non-catalog orders are “Declining Balance POs” – based upon total cost rather than quantity.

Users do not have to do anything to select this option – it is the default for all non-catalog UShop orders. This is a wonderful simplification in the system that will streamline the use of forms for ordering goods or services.

What do I need to know about Declining Balance POs?

Orders placed via UShop non-catalog forms:

  • POs placed for either goods or services via a UShop form will be based on a dollar amount or cost.
  • If a receipt is required for invoices on these Purchase Orders, it will be a Cost Receipt.
  • PO will remain open until the balance reaches $0.00, or the department submits a request to close the PO. (same PO close procedures as pre-UShop POs)

Orders placed via UShop punch-out or hosted catalog supplier:

  • Purchase Orders placed via a punch-out or hosted catalog supplier will continue to be based on quantity.
  • If a receipt is required for invoices on these Purchase Orders, it will be a Quantity Receipt.
  • PO will remain open until the full quantity has been invoiced, or the department submits  request to close the PO. (same PO close procedures as pre-UShop POs)

 

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Introducing the Buying & Payment Guide for ALL University Users

Posted December 18, 2015 in Accounts Payable, P2P, Purchasing, UShop, UShop Tips.

Financial & Business Services would like to introduce the Buying and Payment Guide – made to help all University users as we continue to expand and optimize UShop!

This helpful PDF indicates the best methods departments should use when buying and paying for goods and services, and replaces the Preferred Procurement Matrix table.

We will update the Guide frequently to indicate when functionality, commodities or key suppliers are made available through UShop.  We continue to develop UShop Marketplace technology to optimize efficiency, cost and other benefits for U!

Since UShop is designed to provide the greatest institutional benefit, whenever UShop is indicated in the Guide, UShop users should utilize the UShop Marketplace.

Users will find the Guide wherever they see the following icon, or by clicking on the other menu links shown below:

 

 

 

 

 

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Use a NoPO instead of a Payment Request – Learn More

Posted December 17, 2015 in Accounts Payable, P2P, UShop, UShop Enhancements.

What is a NoPO?

Use “NoPO,” the newest UShop form, in lieu of a Payment Request when an invoice that IS NOT already associated with a Purchase Order (PO) needs to be paid.  The result will be a “No PO” payment to a supplier.

Why was NoPO developed?

NoPO takes a strictly paper process and migrates most steps to digital processes using the technology we have configured within UShop:

  1. A NoPO utilizes electronic approval workflow for required payment approvals, without sending an order to the supplier.
  2. Users will attach supporting documentation directly to the UShop NoPO for more timely and accurate digital records.
  3. NoPOs will be electronically distributed to Purchasing (when necessary) and to Accounts Payable to eliminate campus mail and other delays associated with routing paper forms.
  4. PIs or AEs are able to approve payments electronically – even when they are not in the office.
  5. Payments will be completed more quickly and accurately – as approved NoPOs are available for processing immediately!

How do I find and use the NoPO form?

The form is found in the “uRequest” showcase, and flows similarly to other UShop forms and contains the necessary instructions for our users.  Please be aware of the following workflow and processing requirements:

  • Unique or Specific Approvals: The “Additional Approval Addendum” is to be attached to payments that require additional approvals other than the normal UShop workflow approval steps.
  • Available soon: We are working to formalize a process called “Unauthorized Purchase Request” to document and provide exception authorization in situations where best procurement guidelines have not been followed.  Purchasing will notify departments when the Unauthorized Purchase Request is required.

When should I begin using the NoPO form?:

UShop Users can begin using the NoPO form immediately to pay all non-PO invoices.

Important: If you have been using  a modified submission of the Non-Catalog form to generate a “do not distribute” payment for a non-PO invoice – please stop using the Non-Catalog form for this purpose immediately.  Thank you.

 

The UShop team continues to add functionality and more suppliers to enhance the user shopping experience.

Please watch for more enhancements designed to eliminate paper, improve efficiency and add value to the data available in UShop.

 

 

When using NoPO, please share suggestions for ways we can improve the process using our ASK US form.  Many ideas are generated from feedback from our users.  We want the process to work for U!

 

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Improving UShop For U

Posted November 18, 2015 in P2P, UShop, UShop Enhancements.

Our UShop implementation is now 5 months old, and we have roughly 900 users trained and using the product.  At this early, but critical, juncture, the UShop team has taken the following specific steps to invite and evaluate feedback:

  • Engaged in Continual Feedback with our department users asking them what’s working, what’s not working?
  • Hosted meetings with peers from the University of California San Diego (UCSD) to our campus to evaluate our progress. They have been using this solution for 10+ years.
  • Hosted meetings with representatives from SciQuest to campus to evaluate how we’ve configured the solution and to draw upon their multi-University installation experience implementing this software. SciQuest was also invited to meet with a group of our current users to hear direct user feedback.

We appreciate all the feedback we’ve received, and based upon what we heard, we have begun to refine our UShop configuration to make it a better tool for U.

We will provide periodic updates as we make available improvements.

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New: Use UShop for Print and Mail Services

Posted October 21, 2015 in P2P, UShop Enhancements.

As part of the University’s continued effort to improve efficiency and modernize procurement, the UShop Marketplace has been enhanced to include a tile for University Print & Mail Services. Clicking on this tile will redirect you to the Uprint main shopping page, where you may place your print orders OR select from a drop down menu to find your Customer Service Representative for orders outside the scope of Uprint. This is a first step towards the ultimate goal of establishing Print & Mail Services as the go-to supplier for campus print/copy jobs.

As a new service, Print and Mail Services will handle all print jobs placed through UShop either by printing them in house, or by coordinating with outside vendors. This service will save you time, effort, and money with your printing and mailing needs, and your department will be billed directly using the chartfield you provide Print & Mail, which is the most efficient billing method available. 

We are excited to provide this new service and are confident that it will streamline printing for your department and the entire campus!

If you have questions about this new service, please contact Print & Mail Services at (801) 581-6171.

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UShop Help Desk – Now Available by Phone! (5-CALL)

Posted October 6, 2015 in UShop, UShop Enhancements, UShop Tips.

We are excited to announce that we have created and staffed a formal UShop Help Desk to assist you with all of your UShop questions.

Call the Help Desk to speak to a UShop expert by Phone: 5-CALL (5-2255), or (801) 585-2255.

Or, you can still contact the Help Desk using our online Help Desk form.

The Help Desk is staffed during normal business hours.

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UShop Update – October 2015

Posted October 1, 2015 in Supplier, UShop, UShop Enhancements.

Success stories

When using the UShop Dell punch-out catalog, one user reported the following:

“I’ve found numerous items at significant savings over our department’s CDW-g account. For example, I ordered 2 Logitech conference room systems this morning and saved $130 each using UShop. So far, UShop has been quite beneficial to my budget needs.”

WW Grainger

One of our catalog punch-out suppliers, WW Grainger, wants to make sure they are competitively priced and would like to know if you find an item in their catalog available at another supplier, for a lower price.

Please contact Nick Guido, Government Account Manager, directly – nick.guido@grainger.com | 801-864-6034

Supplier Enablement – Coming Soon!

We are working hard to broaden our selection of punch-out catalog suppliers to better meet your procurement needs. The following suppliers are next on our list to implement, so stay tuned for more information.

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