elcom pecos demo for school districts

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PECOS Overview

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11Buyer

Search

PECOS

1. Search for Products or Services

1. Buyer login2. Buyer searches for

items in:a. Internal hosted catalog (loaded by Elcom via simple excel template provided to Supplier)b. Supplier Web storefront (cXML punchout)

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PECOS Logon Page

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Home Page

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Search Supplier Catalogs – Hosted or External Marketplaces

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Hosted Catalogs – Search and Select Items to Add to Requisition

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External Marketplace – Browse, Search and Select Items

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Build Shopping Carts on External Sites

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Transfer Shopping Carts to PECOS Requisition

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11Buyer

Search

PECOS

2. Complete & Submit Requisition

22Requisition

1. Add items to requisition

2. Additional data – optional if defaults to be edited:a. Shipping infob. Payment-pcard or invoiceb. Attachmentsc. Financial tracking codes at header or linesd. PO number-manual entry or system will generate

3. Submit – approval optional

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Shipping & Billing Information

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Financial Allocations

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Submit Request – Approvals Invoked

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Approver

11Buyer

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PECOS

3. Approval

22Requisition

1. Approver receives eMail

2. Approver logs in and navigates to inbox of transactions pending approval

3. Reviewa. can be editedb. can be returned

4. Submit approval

33

Approval

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Inbox for Routed Transactions

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Approval Summary and Actions

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Supplier

Approver

11Buyer

Search

PECOS

4. Purchase Order Transmission

22Requisition

1. Approved Requisition is converted into PO(s)

2. Supplier receives POa. eMailb. cXML33

Approval

Purchase Order

44

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Status Search

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Review Status, Perform Tasks

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Audit Trail

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Supplier

Approver

Receiver

11Buyer

Search

PECOS

5. Delivery & Receipt

22Requisition

1. Goods/services delivered

2. Receiver enters receipta. Receipt date, packing slip, product condition trackedb. 3-way matching supportedc. Return tracking supported

33Approval

Purchase Order

44

5a5aGoods/Service Delivered

Receipted Goods

5b5b

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Receipts & Returns

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Supplier

Approver

FinanceDept

Receiver

11Buyer

Search

PECOS

6. Supplier Invoicing

22Requisition

1. Supplier issues Invoicea. Paperb. Electronic (cXML)

2. Invoice sent to AP (paper) and/or PECOS (electronic) for posting and matching in PECOS

33

Approval

Purchase Order

44

5a5aGoods/Service Delivered

Receipted Goods

5b5b

eInvoice6a6a

Paper Invoice

6b6b

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Invoice Posting and Entry

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Supplier

Approver

FinanceDept

Receiver

11Buyer

Search

PECOS

7. Invoicing Matching & Settlement

22Requisition

1. Invoices Matched (2- or 3-way matching supported).

2. Settlement workflow routing (Optional) for action or approval:a. Matched invoices b. Mismatched invoicesc. Credits & returns

33

Approval

Purchase Order

44

5a5aGoods/Service Delivered

Receipted Goods

5b5b

eInvoice6a6a

6b6bPaper Invoice

77

Invoice Matching

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Matching and Settlement

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Supplier

Approver

FinanceDept

Receiver

11Buyer

Search

PECOS

8. Import Transaction Data to Finance System

22Requisition 1. Export batches

generated (orders, receipts, returns, invoices, as required)

2. Export data posted to Finance System

33

Approval

Purchase Order

44

5a5aGoods/Service Delivered

Receipted Goods

5b5b

eInvoice6a6a

6b6bPaper Invoice

77Invoice

Matching

Export and Post to Finance System

88User or Automated Process

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Reporting

Suite of 14 Standard Reports

Purchasing activity Requisition and PO details Requisitions and POs by status Orders by supplier Category analysis Orders by financial segment Monthly purchasing activity Outstanding receiving ……

Exportable to Adobe PDF or Microsoft Excel format

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Many Reports Contain Multiple Data Views, Drilldown Functionality

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Users with administrative privileges can maintain the following data: Company hierarchal levels and settings Procurement cards Users, business rules for users, assigned privileges Approval criteria Approver role assignments Approval groups Catalogs and Suppliers Supplier access rules Financial tracking codes Financial tracking code access rules Report access

Administration Subsystem

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Administration