Additional Approvals are now live in UShop!

Posted February 22, 2017 in P2P, UShop, UShop Enhancements, UShop Tips and tagged , .

Use these additional approval steps when you want either a GFA or a non-GFA approver to review an order:

  • UShop Shoppers and Requisitioners are now able to select and add an individual as an approver in workflow for a requisition. These approvals do not replace the GFA requirement, and any UShop user may be added as an additional approver.
  • These approvals are not required, and may be used at the discretion of the submitter.
  • Up to five additional approvals per requisition can be added. These approvals happen in parallel with each other and can occur in any order.
  • These additional approvals must take place before the requisition can be finalized.
  • Each Approver added in the Additional Approvals section will need to approve the requisition prior to the GFA approval taking place, however if the submitter (Requisitioner) has GFA, the additional approvals will not prevent automatic approval of the requisition for GFA.

Use the Additional Approvals section to assign up to 5 approvers to a requisition. To add an approver, click the edit link in the upper right corner.

Type the uNID of the individual to be added as an approver in the box, or click the Select from all values… link to search by name.

If you cannot locate the individual, it may mean they’re not yet a UShop user. If this happens, please contact Mary Louise Hughes (marylouise.hughes@admin.utah.edu) to have the individual(s) added to UShop. *Note: at this stage, they will only be able to approve requisitions assigned to them until they have completed the Shopper or Requisitioner training.

PDF guide of this process.

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Apple & UShop

Posted January 13, 2017 in P2P, UShop and tagged , .

A primary objective of the Procure-to-Pay (P2P) project is to increase efficiency and savings by leveraging contracts whenever possible. Campus departments have asked if and when Apple will be enabled as a supplier in UShop. The University has an existing contract with Apple which is administered by the Campus Store and purchases made through this contract provide many advantages to our departments, and the University overall.

Due to the benefits of this contract, all Apple computer purchases should be placed with the Campus Store, and Apple will not be enabled as a supplier in UShop at this time.

As an Apple Authorized Campus Store Plus reseller, the University Campus Store is able to provide departments with the following benefits;

Product Availability

  • The Campus Store receives all new product releases at the same time as the Apple Retail Store, and orders are placed in advance of the scheduled release date to ensure product availability on launch, the same as the Apple Store. An example of this would be when the new iPad Pro’s were released recently. Also, we recently saw that the Campus Store had more product availability on Apple pencils and Keyboards for the new iPad Pro’s than the Apple Store.

Discounted Pricing

  • Apple product pricing is the same, or better than, the Apple Store.
  • Additionally, the Campus Store works with departments to try and obtain extra discounts for departmental sales, and sometimes Apple offers additional discounts that the Apple Store cannot offer.
  • When Apple announces new products the Campus Store is able to discount product as much as $300, something the Apple Store cannot offer.

By coordinating with Apple on large campus-wide orders, the Campus Store is  able to pass on any savings and allow you to use your chartfields or P-Cards – both methods simplify your purchase options.

Customer Service

  • A commitment to provide a two-hour turnaround time for any quotes or sales orders
  • Product delivered directly to your department
  • Campus Store also offers DEP (Device Enrollment Program), which provides a fast, streamlined way to deploy your corporate-owned  Mac or iOS devices with zero-touch configuration for IT, streamlined setup and wireless supervision. Contact Derek Walton for more information about DEP.

You can contact our Apple specialists with any questions and to place your orders:

Aubrie Anderson – Apple Inside Sales Specialist
aanderson@campusstore.utah.edu
801-585-5541

Derek Walton – Apple Outside Sales Specialist
dwalton@campusstore.utah.edu
801-585-6177

Alex Parra – Apple Order Expeditor
aparra@campusstore.utah.edu
801-581-3835

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Improved Invoice Approval: Receipting is now Optional

Posted January 12, 2017 in P2P, UShop, UShop Enhancements, UShop Tips and tagged , .

Effective Tuesday, January 17, 2017, UShop is eliminating the process of requiring a receipt prior to the payment of invoices against high-dollar purchase orders. Receipting will no longer hold payment of invoices against high-dollar purchase orders. Instead, your GFA approver will be asked to approve any invoice greater than or equal to $50,000.

  1. Approval will be contingent upon the invoice amount, rather than the PO amount. Invoice approval is completed in the same way that requisitions are approved, using the Approve/Complete action item in the drop down menu.
  2. Invoice approval may be completed by anyone with GFA on the Activity/Project being used on the PO/Invoice. All GFA account executives and authorized alternates will receive a notification when an invoice is pending approval. *Note: for instructions on how to suppress these email notifications, Click Here.
  3. If needed, departments will still have the option to require approval prior to payment regardless of dollar amount by using the Hold Invoice for Approval checkbox (pictured below). 
  4. Going forward, receipting will be strictly optional. The receipting function will remain in place for departments that may wish to use it for internal purposes, but it will not hold or restrict payment of an invoice. (See Option c for instructions on how to hold an invoice for approval before payment.)

Note: this feature should not be used for punch-out suppliers that invoice electronically.

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Amazon Catalog in UShop Still Tax Exempt

Posted January 5, 2017 in P2P, UShop, UShop Tips and tagged .

Be aware of new Amazon sales tax policies and how to avoid paying sales tax for your University purchases…

Although Amazon recently announced that beginning January 1, 2017, sales tax will be charged on all orders, the University of Utah has enrolled in the Amazon Tax Exemption Program, so…

All Amazon orders placed in UShop are Tax Exempt! 

University business purchases should avoid sales tax – so when departments purchase from Amazon, it should be done through the UShop punch out catalog.  University departments should no longer be using personal Amazon accounts and requesting subsequent reimbursement. Departments should also eliminate PCard payments on Amazon business accounts.

Recommendations to make your Amazon experience tax exempt:

If you have any issue with sales tax on an order, please contact the Amazon Business Account Customer Service Team by Phone at (866) 486-2360 or if needed, you can also request sales tax refunds by emailing tax-exempt@amazon.com

We also suggest that users ALWAYS review their shopping carts before finalizing any orders – there are a SMALL Minority of 3rd Party Sellers that are not yet enrolled in the Tax Exempt program. However, if a user DOES accidentally place an order with sales tax on it, they can email the Amazon Tax Exempt Inbox (above) with the Order Number and they will receive the tax reimbursement. If a user sees tax from a seller, we recommend buying the item from another seller that is participating in the Tax Exempt program.

If you do not have access to Amazon in UShop, register for UShop Amazon Account Setup here.

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Preventing Automatic PO Distribution in UShop

Posted December 6, 2016 in P2P, UShop, UShop Enhancements.

With the elimination of the PO Distribution Override function in UShop on the horizon, we have created a new, simpler option for those who need to prevent PO distribution.

If a user needs to have a PO created, but doesn’t want the system to automatically distribute the PO, they can use the option highlighted below to accomplish this.

 

 

 

Use the checkbox illustrated below to stop automatic distribution of a PO to a supplier:

It’s located on the Requisition under Billing Options:

NOTE: This option should not be used for items from a punch-out catalog.

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Invoices: How to Trigger AP Payments

Posted November 29, 2016 in Accounts Payable, P2P and tagged , , .

What UShop users need to know to trigger Accounts Payable to make a payment:

Punch-out Suppliers: eInvoices are automatic! (most efficient)

  • All of these suppliers eInvoice, which means the invoice is sent automatically and electronically, directly to UShop by the Supplier upon shipment. This means you are done as soon as you place your order.

Renewals & Non-Catalogs: Deliver invoice or attach to direct AP email

  • An invoice is sent directly to AP by the supplier (preferred) or to AP via Campus Mail, or as an attachment to ap@admin.utah.edu.

NoPOs: attach scanned invoice to UShop form

  • This form requires an invoice (AP can’t pay from quotes or statements).
  • Multiple invoices require multiple NoPO requisitions. Forms with multiple invoices  attached will be sent back to the requestor.

Print & Carry: Deliver invoice or attach to direct AP email AFTER purchase transaction with supplier

  • Because the suppliers listed on the Print & Carry form have all agreed to send invoices directly to AP, you do not have to do anything after you place your order.  Other manually distributed POs i.e. for suppliers not specifically listed on the Print & Carry form have the same requirements as a renewal or Non-catalog – send invoice to AP.
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Catering or Conference: Simplified UShop Form

Posted November 22, 2016 in P2P, Purchasing, UShop, UShop Enhancements and tagged , .

What is new?

We have simplified the UShop process for obtaining a PO for single event catering and conference venues. Typically, users would use the Non-Catalog form to initiate these orders, but the new “Catering or Conference” form will improve departmental efficiency by asking only for information necessary to process this transaction type.

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 Catering or Conference form?

The Catering and Conference form can be accessed in the Forms section of the UShop Shopping Dashboard – see below:

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New UShop Enhancement: Shopping Dashboard

Posted November 17, 2016 in P2P, UShop, UShop Enhancements.

Introducing the new UShop Shopping Dashboard!

Now you’ll be able to access everything shopping related, as well as search for suppliers and documents, right from the shopping home page. Other features include:

  • A list of helpful links.
  • A summary of your requisitions, POs, and any documents pending your approval.
  • View UShop announcements and breaking news without having to sift through emails.
  • Keep track of your draft carts.
  • New Forms section, where all the forms you need are in one easy, convenient location.

We have put together a reference guide for the Shopping Dashboard, which will also be available on the Online Training & Reference Materials page.

If you have any questions or concerns, please don’t hesitate to contact the UShop Help Desk.

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UShop Cart Message Sent In Error

Posted November 14, 2016 in P2P, UShop, UShop Enhancements, UShop Tips.

You probably noticed that some minor changes were made to the UShop interface over the weekend.  You may have also received an email message titled, “Cart Returned for Requisition: 81340282”.  This message was sent to a number of UShop users in error.  Please disregard this message.  On the bright side, the menu bar on the left side of the UShop screen now contains useful descriptions.  You can toggle the old look and the new look by clicking the arrow at the bottom of your screen.

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Coming Soon: ePR!

Posted November 4, 2016 in P2P, UShop, UShop Enhancements and tagged .

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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