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E1 – Indirect Purchases Training Course (V4) PURINDPUR Steve Churchill BSA Purchasing. Agenda Day 1. Session 1 Day 1 13:00 – 16:30. Why are you here ? …Role of Delegated Purchaser Questions on role of Delegated Purchaser What’s in a name ? Fusion, ERP, JDE, E1 …. Cost centres.
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E1 – Indirect PurchasesTraining Course (V4)PURINDPURSteve Churchill BSA Purchasing
Agenda Day 1 Session 1 Day 1 13:00 – 16:30 • Why are you here ? …Role of Delegated Purchaser • Questions on role of Delegated Purchaser • What’s in a name ? • Fusion, ERP, JDE, E1 …. • Cost centres. • Administration • User names etc • Basics • Log on/off • Passwords • Task Properties • Coffee Break • Create Non Stock PO.
Agenda Day 2 Session 2 Day 2 9:00 – 16:30 • Purchasing Transactions • Create Non Stock & CapEx POs • Walkthrough Exercise WT1 • Walkthrough Exercise WT 2 (Create OF) • Coffee Break (10:30) • Updating Non Stock PO – WT3 • Walkthrough Exercise WT 3 • PO Inquiry & PO Exit Toolbars • Approval Process Overview • Lunch Break (12:30) • Refresher Exercise – Create ON/OF • Printing Non Stock Pos • Walkthrough Exercise WT 4 • Non Stock PO Receipt & Reversal • Walkthrough Exercise WT 5 End approx 3pm
E1 – Indirect PurchasesSession 1 HAREFIELD
Why are you here ? • Currently Client Company spends about £20 million on Direct Purchases (Stock)- Materials used in Production - Raw materials & Packaging • But we spend in excess of £40 Million on Indirect Purchases - Non Stock and Fixed Assets. • Historically we have focused more on the Direct spends. • Many Non Stock purchases have been made without the use of a Purchase Order. This has meant Finance have been unable to budget for this expenditure properly. • So it is clear that moving forward the business needs to be more in control of our Indirect spend. • To achieve this, the business will be implementing a simple policy where Non Stock purchases can only be made using either an authorised PO or using a Procurement card • So we have to expand the number of people allowed to create POs for their cost centres.
Delegated Purchaser - summary • Requests from your department / cost centres will come to you • (email or paper requisitions). • If it less than £300 and you have a Procurement Card, you • should use this to make the purchase. (Pilot in Harefield) • If it is between £300 and £2000, you can raise the PO in E1 • Or if it less than £2000 and you don’t have a Procurement Card • If it is more than £2000, you pass the request to the Purchasing • Manger in Harefield • If you place the PO, when it has been approved you will get an • email telling you this. You must then send the PO to the • supplier. (we will talk later how this can be sent automatically)
Non Stock Purchasing Cycle START Originator Sends Email Of their requirement to their Delegated Purchaser Where Value is greater than £2000 / €3000 the request is Forwarded to a Purchasing Manager Delegated Purchaser / Purchasing Manager posts a receipt when the goods arrive Delegated Purchaser / Purchasing Manager prints the PO and sends it to supplier and notifies the originator that the order has been placed Once fully approved, a Notification of Approval email is sent to the PO creator. PO is routed to Next level of approval If required
Delegated Purchasing • Questions on the Delegated Purchaser Role ?
What’s in a Name • FUSION – Project Name • ERP – Type of system (Enterprise Resource Planning) • JDE – Original Developers • Peoplesoft, Oracle. • E1 – New name for JDE world / One World • Cost Centres • In the Purchasing Screens, Cost Centres are also called Branch Plants. Cost Centre numbers will change from those we have today : eg UK01HR01, UK02MED02, UK02REG01, UK01GIT02 UK01 – Client Company Ltd UK02 – Client Company Pharmaceuticals
User Accounts UserUser IDInitial Password Fred Bloggs FBLOGGS FBLOGGS Steve Churchill SCHURCHILL SCHURCHILL
Time for a break ? (14:30) • Questions ?
Delegated Purchaser - Refresher • Requests from your department / cost centres will come to you. • If it less than £300 and you have a Procurement Card, you • should use this to make the purchase. (Pilot) • If it is between £300 and £2000, you can raise the PO in E1 • (Or if it less than £2000 and you don’t have a Procurement Card) • If it is more than £2000, you pass the request to the Purchasing • Manger in Harefield. • If you place the PO, when it has been approved you will get an • email telling you this. You must then send the PO to the • supplier. (we will talk later how this can be sent automatically)
Approval Overview (FYI) • As Delegated Purchasers, you can not approve Purchase • Orders. Access to the approval screens will only be given to • authorised approvers. • The role of the PO approver (usually budget owner) is to • ensure purchases requests do not exceed budget and are • appropriate for the business. • An Approver can delegate their approval authority (when they • are out of the office or on a more permanent basis) • The person who can approve a PO is defined in the cost • centres approval route – a file help in the new system • eMail (Outlook) is used to notify each approver when approval • is required, and to notify each Delegated Purchaser when a • PO has been approved or rejected
Create Non Stock PO (ON) Exit Bar
Create Non Stock PO Header Send Method (Print, Fax, Email)
PO Send Method Blank = Print 1 = Fax 3 = Email (limited use) You can change 1 to Blank Do NOT change Blank to 1
Create Non Stock PO - Details Order Status Last / Next 220 / 230 – Order Created 230 / 230 – Order waiting for approval 230 / 225 – Order has been rejected 230 / 280 – Order has been approved & is ready to print. 280 / 400 – Order has been printed and waiting receipt 400 / 400 – Order has been partially received 400 / 999 – Order has been received & is closed Status will update automatically X If warnings are given, click OK to clear the warning and proceed
Create Non Stock PO • When details have been added and you click OK, you are • taken back to the PO Header Revision screen • Click Cancel at the PO header unless you wish to create • another PO. • Then click close at the work with order details screen
Create Fixed Asset PO • Creating a Fixed Asset PO is the same as a Non Stock PO • except : • Use the OF order Type • Obtain the Asset Number from Finance and enter it into • the field
End Day 1 • Questions ? • Recap Day 1 • Introduction to the Role of Delegated Purchaser. • Client Company Purchasing Web Site • Segregation of duties • Overview of Purchasing Cycle • E1 Common Foundation Basics • Create Non Stock PO in E1 • Tomorrow – Hands on – User practice creation of Pos • PO Inquiry & PO Exits • Review of Approvals • Printing / Faxing POs • Receiving POs • Start at 9:00