RazorBuyUniversity’s new procurement system

Review and Approval of Purchase Requisitions

Overview of RazorBuyNew Roles Approval process – RazorBuy and BASISGetting Started

RazorBuy Home Page

New Roles

Shopper – person(s) designated within your department to perform the shoppingduties – adding items to a cart.

Requester – person(s) designated within your department to create the Purchase Requisition (PR). This person may assign orchange accounting information; may add line items or change quantities of existing lines; may also be a shopper. This person must have a BASIS (Admin) id since he/she will be the initiator of the transaction.

Combining Carts and Vendors

Requester may combine shopping carts (within the same department) when creating the purchase requisition

Multiple vendors are allowed on the same purchase requisition

BA

SIS

Razo

rBuy

Log In

Create PO

DepartmentalReview

(Optional)

Send Via:cXMLEDI

EmailFax

Portal

LoginShop

(Shopper)

CreateReq.

(Requester)Approvals Create

POTransmit

PO

Create Requisition Target Chain

Approvals EncumberFunds

RazorBuy/BASIS Integration Scenario

Punch-outCatalogs

CustomForms

Non-CatalogItems

HostedCatalogs

CreatePurchase

ReqPO

CreateBASIS

AdditionalApprovals:

IT, Trademark & Licensing etc.

Approved

Outbound Sync: Vendors and Accounting Information

TARGET Approval Process

In order to maintain good internal controls and oversight of departmental funds - the decision has been made to export all RazorBuy requisitions into BASIS to utilize the TARGET routing for approvals.

New review criterion

A new TARGET review criterion is being developed to streamline REQT approvals.

Applies to REQT transactions only New review criterion will have an

additional tier for approvals that is designed to assist in streamlining

the approval of small dollar purchases.TARGET policy rules apply

New levels for REQT

Greater than $10,000

Below $10,000 and above $1,000

$1,000 or less

Immaterial Review

The immaterial review is broken into two groups – transactions $1,000 or less and those above $1,000 and less than $10,000.

An opportunity to assign different reviewers to each of these groups or leave them the same.

RazorBuy offers a Departmental Review

Departmental Review (optional)

Workflow (review) will be based upon the Company/BU of each of the cost centers.

User based reviewNo central administrative approval

necessaryPlease keep in mind that if a person is

designated as a reviewer in RazorBuy and TARGET – that person will have to review/approve in both applications.

Advantages of Departmental Review

Allows users to make revisions to the purchase requisition.

Provides more flexibility for setting up substitutes (i.e. proxy).

Permits the lower level review to be performed within RazorBuy.

Allows users to review and approve purchase requisitions via email

(the user will enter his/her PIN for identification and security).

Example of Workflow

The PR Validation to BASIS is the integration point to export the RazorBuy requisition to BASIS for TARGET approval

Departmental Approval – optional workflow within RazorBuy

Information Needed

New review groups for REQT (BASIS TARGET)Financial Affairs in consultation with each college/unit

will build the new review groups Departments will be encouraged to Simplify the new review as much as possible Utilize the various levels (3 tiers)

Departmental review (RazorBuy) Consider your optionsConsider performing lower level

reviews hereReview is user based

Suggestions for managing this information

How to manage RazorBuy users – shoppers, requesters, and departmental reviewers◦Departmental Liaison

How to communicate changes, such as terminations, changing positions◦BASIS notification

How to request new users

Need your assistance!

Shoppers - identify employees/affiliates for this role

Requesters – all UPS users who have logged in recently? Other criteria? Must have a BASIS id

Departmental Review – do you want to use?New REQT review chains – identify the reviewers and levels

Thank You!