FY18 Strategic Sourcing, Pcard, and Accounts Payable Critical Update Workshop

1. FY18 Strategic Sourcing, Pcard, and Accounts Payable Critical Update Workshop

2. Topics covered today • The Commons Website • Navigating the LBI Dashboard • New DPS Purchasing Guidelines • NewIndependent Contractor Agreements • NewPUNCHOUT procedures for requisitions-Follett • Buying Technology • Updates to P-Card Visa Program (J P Morgan Chase) • Invoice Processes • Employee reimbursements • Understanding the Supplier Portal

3. The Commons Website From the home page (www.thecommons.dpsk12.org), click on the Department Directory and then select Financial Services.

4. The Commons Website Click on either “Accounts Payable” or “Strategic Sourcing (Purchasing)” to go to the Department Home Pages

5. The Commons Website • The Resource Center provides links to the following: • FAQs Library • Forms Library • Guidelines and Job Aids Library • Training Library

6. LBI Dashboard

7. DPS Purchasing Policy

8. Benefits of referencing PO/Vendor Agreement number on invoices: • Ensures valid account distribution and approval • Timely payment to vendor • Ability to track invoice in the system through to payment

9. ICA WEBFORM SUBMISSION REQUIREMENTS • Reviewed the IRS IC vs Employee guidelines athttps://www.irs.gov/pub/irs-pdf/p1779.pdf • Contractor must be registered in the Supplier Portal and have a Vendor Number priorto entry of Webform. • Email immediately after filling in Webform to ICAsupport@dpsk12.org with contract number in subject line, if one or more of the following apply to the contract: • Contracts $3,500 and over must have a minimum of two (2) valid price quotes • If you have multiple distribution codes, please enter one in Webform and email the list with percentages. Strategic Sourcing will update the account codes. • Construction 3, Facilities Maintenance 7 or Facilities Operations 8 indicate the type of Service Agreement for Approval • Maximum dollar amount of ICA not to exceed $149,999 cumulative for the fiscal school year. Anything over $150,000 will need to be formally bid through the RFP process. • All ICAs will be for current fiscal school year July 1 - June 30 only. • ALL ICAs MUST complete a background check through Accurate Background, unless the contracting company performs their own background checks. In addition, ALL contractors MUST sign and notarize the Background certificate.

10. HEADER INFORMATION

11. DESCRIPTION INFORMATION

12. ARTICLE & TERMS

13. VENDOR AGREEMENT LINE

14. VENDOR AGREEMENT DISTRIBUTION

15. CONTRACT NUMBER

16. ICA FLOW CHART

20. Purchasing: Textbook Ordering • Order forms for all core curriculum/adopted textbooks are located on the Curriculum & Instruction page- http://curriculum.dpsk12.org/ • Use the forms located on Textbook Ordering page ( http://textbookordering.dpsk12.org/) to create your requisitions in Lawson. Your requisition will need to include the Title, ISBN and Pricing. These elements are on the order forms provided by the vendors. • Once you have filled out the form and created your requisition you will need to email a copy to Maggie Wolfe along with the requisition number. • Please note that all textbook vendors charge approximately 10% of the total for shipping charges. • If you are ordering materials not on these pages, please contact the vendor/publisher directly for a quote or use the information they have on the website. Remember you will need the Title, ISBN and Price from their site/quote to create the requisition. • Curriculum & Instruction page (http://curriculum.dpsk12.org/), please click on the link TEXTBOOK ORDERING in the left hand column- • NEW: The District PCard is now available for purchasing Text Books. The same limits apply – Maximum of $3,499.00. Dunbar Armored Car-Schools with pickups outside of cafeteria need to create requisition for this year’s services.For additional information please reach out to Maggie_Wolfe@dpsk12.org In Strategic Sourcing Department

21. Then select ORDER FORMS from the list of links Purchasing: Textbook Ordering

22. Once this link is open, look for the subject area you are purchasing Purchasing: Textbook Ordering

23. PUNCHOUT Procedures for Requisitions–Follett • Log in to Infor. • Go to Requisition Center, then Shopping.

24. PUNCHOUT Procedures for Requisitions–Follett • Enter your Deliver To and Commodity Code.

25. PUNCHOUT Procedures for Requisitions–Follett Click the Detail Profile and enter the Cost Default Vendor & Buyer

26. PUNCHOUT Procedures for Requisitions–Follett 5. On the Accounting tab, enter in the correct Accounting Unit & Account. 6. Click on the Punchout tab when done.

27. PUNCHOUT Procedures for Requisitions–Follett 7. From here, click the Follett logo to begin selecting your items.

28. PUNCHOUT Procedures for Requisitions–Follett 8. A dialog box appears warning you that you will be taken to Follett’s purchasing site, TitleWave. Select OK.

29. PUNCHOUT Procedures for Requisitions–Follett 9. Click Log in when you get to the Titlewave.

30. PUNCHOUT Procedures for Requisitions–Follett 10. Enter in your user name and password, then click Login.

31. PUNCHOUT Procedures for Requisitions–Follett 11. From the main page, you can select a category from the “Shop by Department” or if you enter a search criteria in the search bar.

32. PUNCHOUT Procedures for Requisitions–Follett 12. When your results appear, check the box of each item you want to order and enter the quantity. 13. Click Add to List when done.

33. PUNCHOUT Procedures for Requisitions–Follett 14. Titlewave will ask you to create a List Name for your order. Enter the list name and click Save.

34. PUNCHOUT Procedures for Requisitions–Follett 15. When you return to your order screen, click the Current List in the upper right hand corner to see your current list items. 16. Click Checkout/Submit Requisition if complete.

35. PUNCHOUT Procedures for Requisitions–Follett 17. You will be taken to the Order Options screen. 18. Check each category you have ordered. In this case, I accidentally ordered a dvd, so I only select the Books choice. 19. Select a school from your district: select the school for which you are ordering. 20. Materials in this requisition are intended for use in: select the “classroom” option. 21. Click Continue when done.

36. PUNCHOUT Procedures for Requisitions–Follett 22. From here, choose the “I do not want cataloging” option. 23. Starting barcode number for books: select the Not Applicable option. 24. Click Continue when done.

37. PUNCHOUT Procedures for Requisitions–Follett 25. From the Confirm Options page, check the Continue option.

38. PUNCHOUT Procedures for Requisitions–Follett 26. This is the last page before returning to Requisition Center. 27. Review your order and select “Submit Requisition”.

39. PUNCHOUT Procedures for Requisitions–Follett 28. Click Continue to return to Requisition Center.

40. PUNCHOUT Procedures for Requisitions–Follett 29. From the Requisition Center, click on the item to review the requisition lines.

41. PUNCHOUT Procedures for Requisitions–Follett 30. You can tab through each tab to review Line Basic info, the Lines Details, Line Accounting, etc. 31. Click the release button if your requisition is ready to be created.

42. PUNCHOUT Procedures for Requisitions–Follett 32. Click the OK button when the dialog box appears showing submission of the requisition. *The requisition is then routed for approval just like all other requisitions.

43. Purchasing Technology Requisition SAMPLE OF A TECHNOLOGY REQUISTION VENDOR: APPLE/DELL Please do not insert any dates when creating requisitions (you may use the “comments tab, ‘comments to print on header of internal documents’ to reference ‘dates or deliver info’ - notes to buyer). DO NOT INSERT ANYTHING IN THE FIELDS THAT ARE BLANK. For additional information please reach out to the Technology Buyer in the Strategic Sourcing Department

44. Purchasing Technology Requisition Please select the “Comments” tab to insert the delivery information to ensure it is delivered correctly once it leaves the warehouse. You must put your comments in before you click on ‘find/shop”

45. Purchasing Technology Requisition Please verify all of your information on this screen, including accounting information, before releasing requisition.

46. Purchasing Technology Requisition • Verify that the amount totals on the right hand side match your quote. • Make sure for each line on the quote that you have a line on the requisition. • The minute you release your requisition, please email the quote to the buyer, referencing the requisition number.

47. Vendor doing business with DPS • Please refer them to the Purchasing website "How to Do Business with DPS" OR "Current RFP and Bid Openings"at strategicsourcing@dpsk12.org

48. Office Supplies • EON Enterprises is providing office supplies • Delivered site to site, on a two day service (often sooner), to all locations throughout the District. • Catalogs EON Enterprises will deliver catalog(s) upon request. • Training, Log-In and Password are Necessary.All DPS requisition secretaries, bookkeepers, business managers, etc. (who order office supplies) can be trained by EON Enterprises Representatives, and will be given the link, and a password for ordering office supplies on-line.  • Purchase Orders, or Visa orders will NOT be used, or accepted.  • Use DAC #’s (Budget Account numbers) in the PO field when ordering on-line. You will get an EON Enterprises “Order Number” on-line. • Contact Information: Customer Service: 720-570-5400,Fax: 720-570-5470 • More Customer Service: • Sarina Solano 720-570-5448 • Kristen Reynolds 720-570-5487 • EON Account Manager, Pam Wagner, 720-570-5438, pwagner@eonoffice.com • EON Account Manager, Dorothy Trujillo, 720-570-5434, dtrujillo@eonoffice.com

49. District standardized technology equipment • Computers, Computer Equipment and Supplies, Chromebooks, Promethean Equipment and Supplies, Mimioteach, Epson Projectors and Equipment, are Standardized through the DPS Department of Technology and are not ordered using a credit card. • New DoTS page link. https://atm.dpsk12.org/default.aspx?tab=hardware

50. Contract Items