Changes to Accounts Payable and Purchasing System

1. Operations Information ExchangeMarch 26, 2014Banner Accounts Payable and PurchasingJen Pastorek and Patty Peterson

2. Accounts Payable Staff

3. How much do we spend? Approximately 82,000 invoices and 104,000 Pcard transactions per year

4. What is changing and when? AP direct pay invoices will be processed in Banner instead of Lawson beginning mid-April Requisitions and PO’s (except for Hospital) will be done on the Banner system starting May 1st after training is completed All Hospital direct pays, PO’s and inventory will remain in the Lawson system

5. Benefits of the new system Electronic imaging of all invoices – all users will be able to drill-down from Banner self service expense query to get the invoice image Simplification of our electronic payments via ACH or wire transfer to vendors Real-time posting of invoices to our financial systems Paper-free invoice processing – save some trees and the hassle of piles of paper and filing cabinets

6. Access account activity through finance self-service – any internet connection

7. Drill into a document to see more detail Select View Document for the scanned image

8. Invoices, emails, backup, notes can be scanned and attached

9. Electronic Requisitions • Simple and intuitive • 1 screen of entry • Ability to now upload attachments (ie. Quotes, statements of work, any vendor information helpful for the order). • Easy visibility as to where the requisition is in the process Uses Banner Self Service

10. Requisition Statistics • All indexes, other than hospital, will account for approximately 2000 Purchase Orders annually • Requester/Approver Information

11. Training Plan Week of 3/31 – Purchasing staff Week of 4/7 – Receiving staff Week of 4/14 – Requestors/Approvers Week of 4/21 – Approvers only Week of 4/28 – Breathe! GO LIVE – Thursday, 5/1/2014

12. Session Dates/Times

13. Look for sign up information by week’s end QUESTIONS ?