techmart procure-to-pay (p2p)procurement.caltech.edu/documents/981/town_hall_presentation.pdf ·...

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TechMart Procure-to-Pay (P2P) Presented to: Campus by: Tina Lowenthal, Director of Procurement Services Genelle Vinci, Contracting Manager Joey Janssen, Accounts Payable Manager March 13, 2018

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Page 1: TechMart Procure-to-Pay (P2P)procurement.caltech.edu/documents/981/Town_Hall_Presentation.pdf · Invoicing Financial Approval(s) Create Invoice Matching OK to Pay TechMart –Future

TechMartProcure-to-Pay (P2P)

Presented to:

Campus

by:

Tina Lowenthal, Director of Procurement Services

Genelle Vinci, Contracting Manager

Joey Janssen, Accounts Payable Manager

March 13, 2018

Page 2: TechMart Procure-to-Pay (P2P)procurement.caltech.edu/documents/981/Town_Hall_Presentation.pdf · Invoicing Financial Approval(s) Create Invoice Matching OK to Pay TechMart –Future

Executive Steering Committee

Sharon Patterson, AVP for Finance and Treasurer

Ron Kong, Associate Chief Information Officer

Pam Koyzis, AVP of Audit Services and Institute Compliance

Co-Project Managers

Monica Marquez, Associate Director of Purchasing Services

Doris Shimabukuro, IMSS Associate Director of Financial Systems

Page 3: TechMart Procure-to-Pay (P2P)procurement.caltech.edu/documents/981/Town_Hall_Presentation.pdf · Invoicing Financial Approval(s) Create Invoice Matching OK to Pay TechMart –Future

Agenda

• TechMart – Current and Future States

• What’s Changing?

• New Supplier Features

• Training Classes

• Pre-Go-Live Activities

• P2P Resources

• Questions

3

Page 4: TechMart Procure-to-Pay (P2P)procurement.caltech.edu/documents/981/Town_Hall_Presentation.pdf · Invoicing Financial Approval(s) Create Invoice Matching OK to Pay TechMart –Future

Shopping

Shop Catalogs Create Req

Requisitioning

Financial Approval(s)

Ordering

Distribute PO to Supplier

Create PO

TechMart – Current State

Invoicing

Generate Invoice

Order Fulfillment

Deliver Goods

Ship GoodsOrderIntake

Supplier

Create Catalogs

Create Catalogs

Spend Director

4

Page 5: TechMart Procure-to-Pay (P2P)procurement.caltech.edu/documents/981/Town_Hall_Presentation.pdf · Invoicing Financial Approval(s) Create Invoice Matching OK to Pay TechMart –Future

Shopping

Shop Catalogs Create Req

Requisitioning

Financial Approval(s)

Ordering

Distribute PO to Supplier

Create PO

Payment Requests/Reimb.

Create Non-PO Invoice

Receiving

Create Receipts

Invoicing

Financial Approval(s)

Create Invoice

Matching

OK to Pay

TechMart – Future State

Invoicing

Generate Invoice

Order Fulfillment

Deliver Goods

Ship GoodsOrderIntake

Supplier

Create Catalogs

Create Catalogs

Spend Director

Mail, cXML, Portal

Accounts Payable Director

5

Page 6: TechMart Procure-to-Pay (P2P)procurement.caltech.edu/documents/981/Town_Hall_Presentation.pdf · Invoicing Financial Approval(s) Create Invoice Matching OK to Pay TechMart –Future

Shopping

Shop Catalogs Create Req

Requisitioning

Financial Approval(s)

Ordering

Distribute PO to Supplier

Create PO

Payment Requests/Reimb.

Create Non-PO Invoice

Receiving

Create Receipts

Invoicing

Financial Approval(s)

Create Invoice

Matching

OK to Pay

TechMart – Future State

Spend Director Accounts Payable Director

6

• General Rule: Every Purchase Requisition will require Financial Approval – Either in Requisition workflow OR Invoice Workflow, but NOT both

EXCEPTION: Financial Approval will NOT be required for PO-matched invoices <$1,000

• Rule: Financial Approval will always be required for Payment Requests, Employee Reimbursements and Invoice Attached – No Exception

Requisition Workflow(Req Financial Approver)

Invoice Workflow(Invoice Financial Approver)

Page 7: TechMart Procure-to-Pay (P2P)procurement.caltech.edu/documents/981/Town_Hall_Presentation.pdf · Invoicing Financial Approval(s) Create Invoice Matching OK to Pay TechMart –Future

What’s Changing?

7

Purchasing

Invoice Attached

Employee

Reimbursements

PTA/Sundry Blankets

Research Subcontracts

Airgas Orders/ Cylinder Rentals

Sales Tax

Page 8: TechMart Procure-to-Pay (P2P)procurement.caltech.edu/documents/981/Town_Hall_Presentation.pdf · Invoicing Financial Approval(s) Create Invoice Matching OK to Pay TechMart –Future

What’s Changing?

8

Purchasing

Invoice Attached

Employee

Reimbursements

PTA/Sundry Blankets

Research Subcontracts

Airgas Orders/ Cylinder Rentals

Sales Tax

Payment

Payment Requests

Wire Transfers (including JPL

Wires)

Petty Cash Requests

Invoice Processing in

TechMart

Page 9: TechMart Procure-to-Pay (P2P)procurement.caltech.edu/documents/981/Town_Hall_Presentation.pdf · Invoicing Financial Approval(s) Create Invoice Matching OK to Pay TechMart –Future

What’s Changing?

9

Purchasing

Invoice Attached

Employee

Reimbursements

PTA/Sundry Blankets

Research Subcontracts

Airgas Orders/ Cylinder Rentals

Sales Tax

Payment

Payment Requests

Wire Transfers (including JPL

Wires)

Petty Cash Requests

Invoice Processing in

TechMart

Other

Financial Approval for

Reqs & Invoices

Receiving

Mobile App Functionality

TechMart Access Request Form

Req/Approval Limits & Roles

Page 10: TechMart Procure-to-Pay (P2P)procurement.caltech.edu/documents/981/Town_Hall_Presentation.pdf · Invoicing Financial Approval(s) Create Invoice Matching OK to Pay TechMart –Future

New Supplier Features

10

Digital Mailroom

Supplier Portal

ePayablesNew Payment

Terms

Page 11: TechMart Procure-to-Pay (P2P)procurement.caltech.edu/documents/981/Town_Hall_Presentation.pdf · Invoicing Financial Approval(s) Create Invoice Matching OK to Pay TechMart –Future

New Supplier Features

11

Digital Mailroom

ePayablesNew Payment

Terms

Supplier Portal

Suppliers can submit electronic

invoices (PO to invoice flip) and

manage and view their invoice

status.

Page 12: TechMart Procure-to-Pay (P2P)procurement.caltech.edu/documents/981/Town_Hall_Presentation.pdf · Invoicing Financial Approval(s) Create Invoice Matching OK to Pay TechMart –Future

New Supplier Features

12

ePayablesNew Payment

Terms

Digital Mailroom

At go-live, Suppliers will mail

paper invoices to our off-site

location.

Supplier Portal

Suppliers can submit electronic

invoices (PO to invoice flip) and

manage and view their invoice

status.

Page 13: TechMart Procure-to-Pay (P2P)procurement.caltech.edu/documents/981/Town_Hall_Presentation.pdf · Invoicing Financial Approval(s) Create Invoice Matching OK to Pay TechMart –Future

New Supplier Features

13

New Payment Terms

Digital Mailroom

At go-live, Suppliers will mail

paper invoices to our off-site

location.

Supplier Portal

Suppliers can submit electronic

invoices (PO to invoice flip) and

manage and view their invoice

status.

ePayables

Credit Card settlement option

for Suppliers who want a faster

and more secure method of

payment.

Page 14: TechMart Procure-to-Pay (P2P)procurement.caltech.edu/documents/981/Town_Hall_Presentation.pdf · Invoicing Financial Approval(s) Create Invoice Matching OK to Pay TechMart –Future

New Supplier Features

14

Digital Mailroom

At go-live, Suppliers will mail

paper invoices to our off-site

location.

Supplier Portal

Suppliers can submit electronic

invoices (PO to invoice flip) and

manage and view their invoice

status.

ePayables

Credit Card settlement option

for Suppliers who want a faster

and more secure method of

payment.

New Payment Terms

New Supplier payment terms

based on invoice and payment

method.

Page 15: TechMart Procure-to-Pay (P2P)procurement.caltech.edu/documents/981/Town_Hall_Presentation.pdf · Invoicing Financial Approval(s) Create Invoice Matching OK to Pay TechMart –Future

Training Classes

15

Supplier Portal

Suppliers can submit electronic

invoices and manage and view

their invoice status.

New Payment Terms

New Supplier payment terms

based on invoice and payment

method

Payment Requests & Reimbursements

New Purchasing Forms

Receiving, Invoice Approval & Mobile

Functionality

AirgasResearch

SubcontractsTechMart Mobile

http://procurement.sites.caltech.edu/p2p/p2p-training-1

Page 16: TechMart Procure-to-Pay (P2P)procurement.caltech.edu/documents/981/Town_Hall_Presentation.pdf · Invoicing Financial Approval(s) Create Invoice Matching OK to Pay TechMart –Future

Pre-Go-Live Activities

16

• No TechMart Purchase Requisitions

• No Payment Requests, Wires Transfer Requests, Petty Cash Requests

NO PROCUREMENT ACTIVITY 1 WEEK PRIOR TO GO-LIVE, TENTATIVELY END OF APRIL/EARLY MAY

PLEASE PLAN AHEAD OR USE YOUR P-CARD!

TechMart Draft-Cart Cleanup: Shop → May Carts and Orders → View Carts

Transition Sundry Blankets and establish PTA Blankets: Call Genelle x6276

ALL TechMart related inquiries – email [email protected]

Open office hours for TechMart support – visit our website for hours

Supplier Communication and e-Payables calling campaign

Page 17: TechMart Procure-to-Pay (P2P)procurement.caltech.edu/documents/981/Town_Hall_Presentation.pdf · Invoicing Financial Approval(s) Create Invoice Matching OK to Pay TechMart –Future

P2P Resources

17

General P2P Information

• New TechMart Users – TechMart Access Request Form http://procurement.sites.caltech.edu/departments/purchasing/purchasing-forms

• Campus - http://procurement.caltech.edu/p2p

• Suppliers - http://procurement.caltech.edu/p2p/info

P2P Training Classes

• http://procurement.sites.caltech.edu/p2p/p2p-training-1

On-Going P2P Support

• Open Office Hours – http://procurement.caltech.edu/p2p/p2p-training-1

• Email: [email protected]

• Phone: Procurement Services Hotline – X8900

Page 18: TechMart Procure-to-Pay (P2P)procurement.caltech.edu/documents/981/Town_Hall_Presentation.pdf · Invoicing Financial Approval(s) Create Invoice Matching OK to Pay TechMart –Future

Questions?

18