i Pro User Guide

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iProcurement User Guide

Financial Services 14th Floor West Towe

Parnassus Financials

IPROCUREMENTUser Guide

ContentOverview/Objective/Resources 1 Appendix 1: Computer Technology Purchases 13-14

Dollar Limits/PO Process 2 Appendix 2: Partial Receive/Copy Requisition 15-16Access iProcurement/Set up Preferences 3 Appendix 2: View Requisition/Return Item 16iProcurement Process 3-12 Appendix 2: Correct & View Receipts 16-17

Overview

iProcurement is a process in Parnassus to create Requisitions for Purchase Orders for Collegerelated purchases or to pay for goods or services in accordance with the Ithaca College Procurementpolicies and procedures.

Objective

The Department Coordinator or designated departmental employee who is responsible for creatingrequisitions for purchase orders will be able to complete a requisition, review requisitions andpurchase orders, receive the goods or services, and review payment information through theiProcurement process in Parnassus.

Resources

Procurement Website can be accessed through Financial Services website or throughProcurement: http://www.ithaca.edu/procurement/

Sole Source Justi fication Formhttp://www.ithaca.edu/procurement/ICPurchases/solesource/

Technology Renewal Program (purchasing computer hardware/printers)http://www.ithaca.edu/its/services/purchase/collegeequip/

Supplier Request Form

http://www.ithaca.edu/financial_services/forms/

iProcurement Vacation Ruleshttp://www.ithaca.edu/financial_services/parnassus/parndocumentation/
http://www.ithaca.edu/procurement/http://www.ithaca.edu/procurement/http://www.ithaca.edu/procurement/ICPurchases/solesource/http://www.ithaca.edu/procurement/ICPurchases/solesource/http://www.ithaca.edu/its/services/purchase/collegeequip/http://www.ithaca.edu/its/services/purchase/collegeequip/http://www.ithaca.edu/financial_services/forms/http://www.ithaca.edu/financial_services/forms/http://www.ithaca.edu/financial_services/parnassus/parndocumentation/http://www.ithaca.edu/financial_services/parnassus/parndocumentation/http://www.ithaca.edu/financial_services/parnassus/parndocumentation/http://www.ithaca.edu/financial_services/forms/http://www.ithaca.edu/its/services/purchase/collegeequip/http://www.ithaca.edu/procurement/ICPurchases/solesource/http://www.ithaca.edu/procurement/


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Parnassus Financials Page 2 of 17iProcurement User Guide

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Purchasing Dollar LimitThe following Purchasing Policy Dollar Limit rules apply when ordering goods or services.

$1-$2000 (For non travel-related & non-capital items) Use Ithaca College Purchasing Credit Card If supplier does not accept credit cards, use EZ Pay for items $1000 and under

-Or- Create Requisition for Purchase Order (PO) through iProcurement process in Parnassus For Small Equipment-Computer purchases including Laser Printers (subcode 8130) you MUST create Requisition

for PO in iProcurement (see Computer Technology Purchases-Appendix 1)

$2001-$10,000 Create Requisition for PO through iProcurement process in Parnassus MUST include 2-3 competitive quotes or sole source justification before purchasing or paying invoice

Sole Source J ustification Form

$10,000 and Over Must be competitively bid (contact Wayne French) unless a sole source justification form is presented by a

College department and approved. Submit Requisition for PO through iProcurement process in Parnassus

Purchase Order Process

Before starting the requisition process, users should:

Be sure you have access to the accounts and subcodes being used Check Available Funds Check supplier and correct address are in supplier list

To add new suppl ier or update incorrect address go to Accounts Payable forms (include supplier phonenumber, fax, and email if possible)http://www.ithaca.edu/financial_services/forms/new_supplier_form.htm

Purchase Order Process (Figure 1) Create and submit requisition through iProcurement processin Parnassus.

Fax materials to Procurement Specialist (41602) Requisition is approved through department hierarchy Requisitioner is notified of approval through Worklist Procurement creates Purchase Order (PO) and submits

order to supplier if needed Requisitioner checks PO status Goods or services received by department RequisitionerReceives items in iProcurement to close PO Requisitioner faxes Invoice or paperwork with PO#to

Accounts Payable to issue payment (47336).
http://www.ithaca.edu/procurement/docs/SoleSourceForm/http://www.ithaca.edu/procurement/docs/SoleSourceForm/http://www.ithaca.edu/financial_services/forms/new_supplier_form.htmhttp://www.ithaca.edu/financial_services/forms/new_supplier_form.htmhttp://www.ithaca.edu/financial_services/forms/new_supplier_form.htmhttp://www.ithaca.edu/procurement/docs/SoleSourceForm/


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Accessing iProcurement & Setting Up Preferences

Access ing iProcurement Log into Parnassus Choose iProcurement responsibility

Set up Preferences Choose Preferences tab on iProcurement homepage (Figure 2A) Select iProcurement Preferences Update Delivery Section

Next to Requesterenter your last name (Rosato) Click Magnifying Glass>Select>OK orQuick Select Next to Deliver-To Location enter ZZ with your department name (ZZ Financial) Click Magnifying Glass Quick Select correct department name

Apply Changes

Shop/Requisitions/Receiving Tabs (Figure 2B)

Users can navigate to iProcurement homepage via Shop tab; view requisi tion and purchase orderinformation with the Requisitions tab; or receive and view receipt information with the Receiving tab.

Stores/Shopping Lis ts/Non-Catalog Requests (Figure 2C) use Non-Catalog Requests tab fo r creating general requisit ions use Shopping Li sts fo r IC Custom Technology and IC Technology Renewal items (Appendix 1)

Search (Figure 2) Users also have the options to view IC Custom Technology (also compare items) or IC Technology

Renewal items and create a requisition by entering % and lick GO in Search f ield

Part 1: Creating a Requisi tion for Purchase Order in iProcurement

A. Non-catalog Request

Use Shop tab (Figure 2B) to return to iProcurement homepage. Select Non-Catalog Request tab.

See Computer Technology Purchases Appendix 1(page 13) for detailed instructionsrelating to computer hardware, software, printer purchases under Technology RenewalProgram and special orders.


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Complete Non-Catalog Request screen by filling in all fields (Figure 3) Supplier Name

o Find the supplier name and cor rect address (you may want to check this first) Enter a name or partial name of supplier Click on Magnifying Glass (you must use magnifying glass & select vendor name) Click Go Select>OK orQuick Select supplier name with Mail site if available Supplier name and site will automatically be filled in

Item Typeo Never change this field. Even though you have choices it MUST remain as Goods billed by quantity

Item Description (enter each item separately). Information in this field displays on the PO as well asaccount inquiry and reports.

o Indicate per quote (for Procurement to place order), or Invoice (to pay an invoice) and date. This is thedetail for each item.

o As you are typing do NOT use Enter key, just keep typing (it will auto wrap text)

Categoryo Defines the item (whether purchasing or paying for services)

Click on Magnifying Glass Enter a category name in search by field (i.e. furniture) or leave blank for complete list Click Go

Select>OK orQuick Select closest descriptionNote: for a printable report listing all Categories, go toArgus>Financials>Financials Reports>Department PurchasingReports>iProcurementCategories

Quantityo Enter the number of items...1, 2, etc.

Unit of Measureo For the item (s) you are purchasing or paying for

Click on Magnifying Glass

Enter a name in search by field (usually Each) or leave blank for complete list Click Go

Select>OK orQuick Select unit of measure Unit Price

o Enter dollar amount for item in field (do not need to enter dollar sign)

Currencyo Is USD

ClickAdd to Car t


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If you have more items to add (same order/supplier) just update the Item Descrip tion,Category, Quantity, Unit o f Measure, or Unit Price andAdd to Car t.

Choose View Cart & Checkout (Figure 4)to continue with the process.

B. Shopping Cart Screen

You will find the following options on the Shopping Cart screen (Figure 5): Quantity

o This is the only field you can change on this page. Enter new Quantity and Tab to update.

Deleteo If you delete an item and need to add another item choose Shop>Non-catalog Request

Saveo If you need to exit iProcurement you can choose to save your information in the Shopping Cart

Click Checkout to continue with the process

C. Checkout: Requisition Information Screen


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Update information on the Checkout: Requisition Information screen, if needed (Figure 6).

Requisition Descriptiono Enter description to include all items or invoices as this will display on Requisition Page for the overall

order. Could include vendor, account number, etc.

Delivery Dateo ONLY change date when delivery will be OVER 30 days

Requestero Information in this field is pre-filled

Deliver-To Locationo Information in this field is pre-filled from your Preferences set up (ZZ Department Name)

GL date is automatically entered with todays date

Users can choose to Cancel, Save, Submit, Edit Lines (to update information) or Step 1 of 3NEXT

DO NOT use submit button as there are more pages to complete. This skips Approvalsscreen and printable Checkout: Review & Submit Requisition screen.

Click NEXT Step 1 of 3 to continue with iProcurement process

D. Requisit ion Information: Edit Lines Screen (Figure 7)

Error Messageo Disregard this error message. If any other error messages appear, be sure to read and respond.

Click Enter Charge Account link for first item (Figure 7) then continue with next screen tocomplete account information (Figure 8)

Update or Delete Itemso Select the line to update Requisition Information or delete then choose Update or Delete buttono Use back button to return to Edit Lines screen


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E. Requisi tion Information: Split Cost Allocation Screen (Figure 8)

Enter Account #in IC Accounting Flexfield (Figure 8)

o Tosplit cost and add another account lineclickAdd ano ther Row

To use same account # for all Items in Cart, check Apply Cost Allocation to all lines

Click Apply

o This adds the account #to the Requisition Info: Edit Lines page

Continue to select line and enter a different account # for next item(s) (Figure 7)

Click Check Funds

o Check Funds Completed Successfully message will display (Figure 7)

Click Apply again

o This will take you back to the Checkout: Requisition Information page, Step 1 of 3 (Figure 6)

Click Next Step 1 of 3 to continue with process


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F. Checkout: Review Approver List Screen (Figure 9)

Note to Approver(Figure 9A)o You can provide a message to your approverin this box (i.e. Account #, per our discussion, etc.)

Note to Buyer(Figure 9B)o Information in this box will be viewed by Procurement only (i.e. Will fax quoteFax to Bill at 123-456-

7890Thanks). Do notenterinformation such as Hold Check in this box. Payment information mustbe referenced on the material submitted to Accounts Payable (see Part 3 Receiving).

o See Computer Technology Purchases (including printers) onpage 13 for detailed instructions relatingto Technology Renewal Program purchases and special orders.

Manage Approvals (Figure 9C) Approvers will automatically be added depending on the requisitionamount).

o SelectManage Approvals then click on magnifying glass, enter Last Name, First Name of approveryou want to add and Quick Select correct line.

Click Step 2 of 3 Next (Figure 9D) to continue with process. Do not submit yet.

G. Checkout: Review and Submit Requisition Screen (Figure 10)


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Review Information Requisition # will display on this page. You can print this page for your records. Click Step 3 of 3 Submit and continue with process

H. Confirmation Screen (Figure 11)

Note Requisition Numberon Invoice orQuote then Fax to Procurement(Karen Cleveland x41602) Ifover $2,000, you must Fax paperwork to Procurement for their records (Sole Source

Justif ication form, 2-3 competitive quotes, invoice, etc.) Funds are now Encumbered

You have nowsubmitted the Requisition but have notcompleted the full Purchase Order

process in iProcurement. The following must still occur:

Requisition must complete theApproval Process , if any approvals are needed Procurement then creates the Purchase Order Procurement submits the order, if items need to be ordered PO must be Received in iProcurement (Figure 13 and 14) only after the goods are

physically received or services completed.

Part 2: Requisit ion Status

To Check Status and View Requis ition

Log in to Parnassus and choose iProcurement responsibility Go to Requisi tion Tab (can also view from Shop tab, My Requisitions) Status will show when approved (Worklist will also indicate when Requisition approved) Procurement processes PO (submits order if needed)

PO # with line underneath means PO Issued and you can Receive the item(s) (see Part 3)


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Part 3: Receiving Items in iProcurementNOTE: For all Technology Renewal Program purchases or special orders see ComputerTechnology Purchases (including printers) on page 13 for detailed instructions. Users DO NOTRECEIVE these items

In order to receive Non-Catalog Request items, you must wait until a Purchase Order number hasbeen assigned and the department has physically received the goods or items. The Requisition line

will show the PO#with a line underneath indicating the PO has been issued.

Receive the items through iProcurement only after goods or services have physically beenreceived but you do not need to wait for invoice. However, payment will not be issued untilAccounts Payable receives the Invoice.

Users have two ways to Receive items through iProcurement. (see A & B below) Express Receive (Figure 13) Full Receive (Figure 14)

A. Express Receive (generally used)

Express Receive can be used unless there are problems with the order or you need to enteradditional information such as Packing Slip or comments. Follow the instructions below to useExpress Receive in iProcurement.

Log into Parnassus>iProcurement

Go to Shop tab My Requisitions (Figure 13) orgo to Receiving tab

Click on Express Receive icon

Receive Items: Review and Submit Screen will appear Click Step 3 of 3 Submit Confirmation Page with Receipt # will be displayed Fax Invoice (if you have)or paperwork to Accounts Payable (47336) with Purchase Order# If a check needs to be picked up at Cashiering Services, you must note this on Invoice or

paperwork you fax to AP (as long as Vendor/Supplier is not set up as EFT).

You have now completed the iProcurement process.


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B. Full Receive (for Blanket PO, can add Packing Slip #or comments) Figure 14

The Full Receive option should be used to receive Blanket POs or where you cannot use ExpressReceive. Users have an additional screen to enter more detailed information such as Waybill,Packing Slip, or Receipt comments. Follow the instructions below for the Full Receive option.

Log into Parnassus>iProcurement

Choose Receiving tab

Click on Requisition # (Figure 14)o Choose Receiveo Select line items to receive

Click Step 1 of 3 Next

Receive Items: Enter Receipt Information Screen will display (Figure 15)

Enter any Waybill, Packing Slip, orReceipt Comments Click Step 2 of 3 Next


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Full Receive (continued)

Receive Items: Review and Submit Screen will display (Figure 16) Click Step 3 of 3 Submit Fax Invoice or paperwork to Accounts Payable (47336) with PO# and Receipt # If a check needs to be picked up at Cashiering Services, you must note this on Invoice or

paperwork you fax to AP (as long as Vendor/Supplier is not set up as EFT).

You have now completed the iProcurement process.

Note: If you need to Receive and pay for only part of an order, instructions on how to complete aPartial Receive are located underAppendix 2.


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APPENDIX 1

Computer Technology Purchases

For computer hardware, software, or printerpurchases that will be part of the TechnologyRenewal Program or for custom orders, departments submit a Requisition for Purchase Orderthrough iProcurement.

The process for purchasing these items is similar to creating a Requisition using Non-CatalogRequests. For computer technology purchases, however, users start the requisition by choosingShopping Lists. Resources and special instructions for computer purchases that are part of theTechnology Renewal Program are listed below.

RESOURCES

Information relating to buying computer hardware, software, printers, as well as budgetinginformation can be accessed through Information Technology Services web site at:

http://www.ithaca.edu/its/services/purchase/collegeequip/(individuals without iProcurement responsibility can view andselect computer items then give their selection to the person submitting the requisition in iProcurement).

Desktop & laptop computer purchases for new faculty/staff, new network laser printers, or funds topurchase new or replacement cycle Z machines must be budgeted for inclusion in departmentalcomputers budget li ne (subcode 8130).

Requisi tion Process for Computer Technology Purchases

Log into Parnassus>iProcurement Choose Shop tab Click on Shopping Lists

Select List s: from drop down choose either of the following:o Click on IC Custom Technology >Go to find specialized orders set up through Irene Scott-ITSo Click on IC Technology Renewal >Go to view and select computer or printer from list

Change Quantity if needed and click Add to Cart

In Shopping Cart choose View Cart and Checkout
http://www.ithaca.edu/its/services/purchase/collegeequip/http://www.ithaca.edu/its/services/purchase/collegeequip/http://www.ithaca.edu/its/services/purchase/collegeequip/


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Appendix 1 (continued)

Users must also read and follow the Special Notes listed below before continuing with theiProcurement Checkout process (Page 5-Figure 5).

Special Notes (Appendix 1B)

When creating requisition for PO be sure to include the following under Note to Buyer(Appendix 1B). Name of person physically receiving the computer Location where it will be installed (this may not be the individual submitting the requisition).

Once the PO is created, DO NOT Receive the item as ITS will complete the process.


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APPENDIX 2

Partial Receive

The following process is to receive a partial quantity where you need to only pay for part of thequantity received.

Log into Parnassus>iProcurement Choose Receiving tab Click on Requisition numberwhere you want to receive a partial quantity Choose Receive button Select Item (Appendix 2A)

o Select the lineo Enter partial quantity in

Receipt Quantity fieldo Click Step 1 of 3 Next

Enter information (i.e. Need to pay

for partial order. The remaining

quantity is backordered)o Click Step 2 of 3 Next

Click Step 3 of 3 Submit Fax paperwork with PO#/Receipt#

to Accounts Payable

When the remaining quantity needs to be received and payment issued, use Full Receive option.

Copy or Create Similar Requisition


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Copy and Create Similar Requisit ion use this option for the same vendor/supplier and items.

Log in to Parnassus>iProcurement

Choose Requisitions tab (Appendix 2B) Click on Requisition #

Choose Copy to Cart Change Quantity if needed and then Checkout Choose Edit Lines, Select Line, thenclick Update to change item, pricing ordelivery information. Apply >Apply and continue completing Steps and Submit

View Requisi tion Information

View Requisi tion Shipment, Receipt, Invoice, and Payment Information


Choose Requisitions tab (Appendix 2B) Click on Requisition #

o Details

View Account Number by Requisit ion Item

Log in to Parnassus>iProcurement Choose Requisitions tab (Appendix 2B)

Click on Requisition #o Details

Click on Show Additional Information this is the only place account numbers are displayed.

Return Items or Correct and View Receipts


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Return Items

Log in to Parnassus>iProcurement Choose Receiving tab (Appendix 2C) Select Receipt Number Choose Return Items Enter Return Quantity for the line item

Click Step 1 of 3 Next

Enter Return Information Click on Magnifying Glass to select Reason for return (must choose from list) Enter Return Material Author ization (if required) Enter any Comments Click Step 2 of 3 Next

Review and Submi t

Correct Receipts


Choose Receiving tab (Appendix 2C) Select Correct Receipts Enter Correct Quantity for item

Click Continue

Review and Submi t

View Receipts

Log in to Parnassus>iProcurement Choose Receiving tab (Appendix 2C) Select View Receipts Click on Receipt Numberto view the item (you can also Correct Receipts and Return Items from

this screen)

For questions regarding iProcurement, contact Karen Cleveland ([email protected]) at 274-7341.

Documents

i Pro User Guide