Purchasing and Distribution Services

Procurement Updates

Purchasing and Distribution Services

Procurement Updates

FAR Meeting – February 18, 2015

Match ExceptionsMatch Exceptions

• Match Exceptions Translation Table

– Table explaining system matching payment rules (click here for link to table)

– Proposed solutions for each of the matching payment rules, anticipate to release by end of month

• Purchase Order Change Request Form

– New Form for adjusting a purchase order (click here for a link to new form)

– Compliant vs. Non-Compliant

• Match Exceptions Translation Table

– Table explaining system matching payment rules (click here for link to table)

– Proposed solutions for each of the matching payment rules, anticipate to release by end of month

• Purchase Order Change Request Form

– New Form for adjusting a purchase order (click here for a link to new form)

– Compliant vs. Non-Compliant

Match ExceptionsMatch Exceptions

• Department Specific Training

– Department with high match exception counts

• Requisitioning copiers, cell phones, and processing blanket/ small dollar service contracts.

– COMING SOON!! Training documents and instructional guides for processing commodity or service specific requisitions.

• Department Specific Training

– Department with high match exception counts

• Requisitioning copiers, cell phones, and processing blanket/ small dollar service contracts.

– COMING SOON!! Training documents and instructional guides for processing commodity or service specific requisitions.

FY14 Open PO Encumbrances (“Roll Forward Balances”)

FY14 Open PO Encumbrances (“Roll Forward Balances”)

• Purchasing will assist departments in reviewing a specific PO and its related encumbrance(s), and adjust the PO by doing the following:

1. Confirm if the FY14 PO is encumbering funds in FY15, adjust the open encumbrance balance if necessary, at the departments request

2. Close the FY14 PO, at the departments request, to release open encumbrance balance*

3. Close a FY14 Requisition, at the departments request, to release pre-encumbrance balance*

*Closing a FY14 PO or Requisition will release funds to FY14, not to FY15.

• Purchasing will assist departments in reviewing a specific PO and its related encumbrance(s), and adjust the PO by doing the following:

1. Confirm if the FY14 PO is encumbering funds in FY15, adjust the open encumbrance balance if necessary, at the departments request

2. Close the FY14 PO, at the departments request, to release open encumbrance balance*

3. Close a FY14 Requisition, at the departments request, to release pre-encumbrance balance*

*Closing a FY14 PO or Requisition will release funds to FY14, not to FY15.

UTSA SciQuest InitiativeUTSA SciQuest Initiative

• What is SciQuest?

• How will this effect campus?

• What is SciQuest?

• How will this effect campus?

Sample of SciQuest Vendor CatalogsIncludes all UT Supply Chain Alliance Vendors

Sample of SciQuest Vendor CatalogsIncludes all UT Supply Chain Alliance Vendors

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Preferred Vendor VisibilitySave Dollars by Directing Spend

Preferred Vendor VisibilitySave Dollars by Directing Spend

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UT Supply Chain Preferred Vendors

E&I Group Cooperative Contracts

Online Shopping CartOnline Shopping Cart

SciQuest, Coming January 2016 to UTSA

SciQuest, Coming January 2016 to UTSA

Contact InformationContact Information

• Primary: send an e-mail to Purchasing at purchasing@utsa.edu

• Contact department assigned Procurement Specialist (click here for list)

• Contact Front Desk at ext. 4060

• Primary: send an e-mail to Purchasing at purchasing@utsa.edu

• Contact department assigned Procurement Specialist (click here for list)

• Contact Front Desk at ext. 4060

Resources:Resources:

• Purchasing Website:

http://www.utsa.edu/purchasing/index.cfm

• Purchasing PeopleSoft Forms:

http://www.utsa.edu/purchasing/PS_Purch_Forms.cfm

• Purchasing PeopleSoft Instructional Guides:

http://www.utsa.edu/purchasing/PS_Purch_HowTo.cfm

• Purchasing Website:

http://www.utsa.edu/purchasing/index.cfm

• Purchasing PeopleSoft Forms:

http://www.utsa.edu/purchasing/PS_Purch_Forms.cfm

• Purchasing PeopleSoft Instructional Guides:

http://www.utsa.edu/purchasing/PS_Purch_HowTo.cfm